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FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 16, 2017 FBO #5684
DOCUMENT

J -- Vehicle Telematics (Fleet Management) Purpose of this Notice is to Determine Viable Sources Including SDVOSB and VOSB Businesses. - Attachment

Notice Date

6/14/2017
 

Notice Type

Attachment
 

NAICS

334511 — Search, Detection, Navigation, Guidance, Aeronautical, and Nautical System and Instrument Manufacturing
 

Contracting Office

SAVAHCS;Department of Veterans Affairs;Contracting Section;3601 S. 6th Avenue;Tucson AZ 85723
 

ZIP Code

85723
 

Solicitation Number

VA25817Q0244
 

Response Due

6/23/2017
 

Archive Date

8/22/2017
 

Point of Contact

Steven Jeffers
 

E-Mail Address

.Jeffers@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

NORTHERN ARIZONA VETERANS ADMINISTRATION HEALTH CARE SYSTEM (NAVAHCS) PRESCOTT, AZ SOW 11 The purpose of this sources sought notice is to determine viable sources to provide Fleet Management Telematics (GPS) to approximately 131 vehicles located at Northern Arizona VA Health Care System (NAVAHCS) in Prescott, AZ including SDVOSB and VOSB business concerns. When claiming SDVOSB/VOSB status the following clauses apply: Limitations of sub-contracting clause 52.219-14 and 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. Please respond via email to Steven.Jeffers@VA.GOV if your business has the capability to fulfill this requirement to include a base year plus 4 (1 year) option years. STATEMENT OF WORK Fleet Vehicle Telematics (GPS) 1. GENERAL: This is a non-personnel services contract to provide Fleet Vehicle Telematics (GPS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.2 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Fleet Vehicle Telematics (GPS) as defined in this Statement of Work except for those items specified as government furnished property and services. The Contractor assumes all liability risks for work performed under this contract. The Contractor must assume total liability for all contract employees. The Contractor shall perform to the standards of the contract. 1.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 1.4 Period of Performance: Base Period of Performance: To Be Determined 1.5 Type of Contract: The government will award a firm fixed-priced contract 1.6 Service Contract Act: The Service Contract Act applies to this contract. Current Service Contract Act Wage Determinations for the service areas will be attached to the contract. Employees performing under this contract must be paid at least the pay and fringe benefits described therein. 1.7 Contracting Officer Representative (COR): The COR will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which will be provided to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 1.8 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance in this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modification in writing from the Contracting Officer to the Contactor. 1.9 Invoices: Invoices are to be submitted electronically; quarterly, upon completion of the services that are performed, or upon completion of non-scheduled services. Invoices must include the IFCAP obligation number (Finance Purchase Order Number) that is provided on the order in order to ensure timely payment. The COR is responsible for acceptance of services and/or the processing of receiving reports for the services provided to the government. 2. Background: From VA Handbook 0637: Telematics are required and shall be installed in all newly acquired VA motor vehicles, which include agency owned, donated, commercially-leased, and GSA-leased vehicles. Telematics shall also be installed on existing VA vehicles whose expected retention is more than two years. 2.1 Objectives: 2.1.1 Install telematics (GPS) units on all motor vehicles operated by the Northern Arizona Veterans Affairs Health Care System (NAVAHCS). Currently 131 vehicles Expected growth of 2-5 vehicles / year Vehicle Inventory contained in Appendix A 2.1.2 Provide continuous GPS location of the Fleet. 2,1,3 Provide historical data on the Fleet, including vehicle location and speed. 2.1.4 Provide a driver interactive navigation device to 12 vehicles. 3. Scope of Work: Service is used to monitor fleet vehicle status; services include but are not limited to: Provide real-time vehicle based tracking and management system including device to be hardwired under or into the onboard diagnostic portal of the vehicle. 3.0.1 Provide and collect GPS location data including but not limited to vehicle latitude and longitude, mileage, speed, stoppages, idling, engine status, fuel consumption/efficiency, aggressive driving behaviors (harsh braking, quick starts, harsh cornering), unauthorized vehicle activity, airbag deployment, etc. 3.0.2 Provide web-based fleet management software for the interpretation of collected GPS data in real-time through transmission of data over a cellular or satellite data network. 3.0.3 Provide the ability to store and forward data from the device when out of cellular range. 3.0.4 Provide access to web-based fleet management software via smart phone as well as desktop. 3.0.5 Provide the ability to add a driver interactive navigation device. 3.1 Task Specifications: Fleet management software should include but not be limited to: 3.1.1 Multiple user logins with various access and permissions 3.1.2 Real-time vehicle monitoring 3.1.3 Mapping 3.1.4 Reporting summary, standard, and custom 3.1.5 Dashboard reports for quick monitoring 3.1.6 Engine status/maintenance standards 3.1.7 Alerts, Provide automated monthly information to include: total fuel used, miles traveled, number of engine starts, hard braking incidents, and fast start events. 3.1.8 Geo-fencing 3.1.9 Ability to support 130 to 160 vehicles. 3.1.10 Provide access to GPS raw data for import into external software applications. 3.1.11 Fuel card services and integration. 3.1.12 Track vehicle maintenance and send email alerts when maintenance is due. 3.1.13 Preferred but not required: In-vehicle messaging (i.e. ability to communicate with drivers). 3.1.14 Driver interactive navigation device compatibility. Database Management Specifications: Provide all required servers, security certificates, server internet infrastructure, and ongoing infrastructure management to support software application. Including but not limited to database server, web server, email server or service, operating systems, and other supporting software, firewalls, as well as all backup services and restoration services. Develop a public website interface. The site should include responsive design to adapt to small and large display devices and computers. Software must provide the ability to grant logins to designees with limited access to view only data associated with their group Software such as: Route Information Trip Information Mileage Fuel Limited access should be provided for designees to update/modify information based on predetermined time period. Software must provide the ability to collect specific information (through website and/or mobile application) from user or service lines daily including: # of riders participating in the van Time of departure (origin) Time of arrival (destination) Time of departure (destination) Type of trip designation Software must be capable of generating emails and notifications to vanpool contacts. Administrative features should be available to create email and notification text. The ability to send an email/notification to an individual or multiple contacts is desired. The ability to schedule notifications would also be desired. Software must provide administrative interface with the ability to access all data and perform all software functions. Including but not limited to data input/management and running/creating reports. Software must provide the means to administratively collect all data required for NTD reporting and program management including but not limited to: Vehicle Fleet Information Vehicle Maintenance Information Route Information Trip Information Mileage Fuel Expenses Ability to connect with Telematics device to retrieve daily mileage, fuel, trip information as well as provide notifications for pending maintenance, useful life, annual mileage Software must Vendor will provide sufficient training services to staff to ensure general autonomous software administration. Vendor will provide software support services during business hours including provisions for software updates and new features as well as upgrades. Support services should be available by phone and webinar. Identified and/or reported software issues or system unavailability issues shall be addressed immediately with resolution begin within 4 business hours. Vendor will keep appraised of resolution progress throughout the issue resolution process. Vendor shall claim no ownership of the database contents accumulated through the use of the provided software and defer all ownership rights to the data. 4. General Information 4.1 Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 4.2 Recognized Holidays: The contractor is not required to work on recognized holidays, but web access to the GPS monitoring system is required as well as historical data retention. New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 4.3 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8a.m. to 4p.m., Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. 4.4 Place of Performance: The work to be performed under this contract will be performed at the main hospital campus; 500 500 N Highway 89 Prescott, AZ 86313 and CBOC locations. 5 GOVERNMENT REQUIREMENTS: 5.1 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. 5.1.1 In the event keys are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. 5.1.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. 5.2 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. 5.3 Information Security: The Contractor will not have access to the VA information system or access to government computers to access online resources while in the performance of services of the contract. The Contractor will not have access to Patient Health Information (PHI) while in the performance of services of the contract. In the event any confidential data is encountered, the Contractor will act accordingly with the conditions set forth in the Privacy Act. 6. TECHNICAL EXHIBIT 1 Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance Objective (The Service required usually a shall statement) Standard Performance Threshold (This is the maximum error rate. It could possibly be Zero deviation from standard ) Method of Surveillance PRS # 1. Initial installation The contractor shall install vehicle GPS telematics on government vehicles operated by the Department of Veterans Affairs, Northern Arizona VA Health Care System (NAVAHCS) Upon receiving notification of contract award, the Contractor shall have 30 calendar days to complete installation and configuration of GPS telematics devices for the current fleet of 131 vehicles. Zero deviation from standard 100% Inspection PRS # 2. GPS unit removal The contractor shall remove vehicle GPS telematics on vehicles identified by NAVAHCS. Upon receiving notification of the need to remove any GPS unit from a vehicle, the Contractor shall have 3 business days to complete removal of the unit. The removed equipment shall be returned to NAVAHCS. Zero deviation from standard 100% Inspection PRS # 3. New installations The contractor shall install vehicle GPS telematics on all new vehicles procured by NAVAHCS. Upon receiving notification of any new vehicles procured, the Contractor shall have 14 calendar days to complete installation and configuration of GPS telematics devices on new vehicles. If available, Contractor shall re-use GPS units previously removed from a NAVAHCS vehicle. Zero deviation from standard 100% Inspection PRS # 4. Web Access The contractor shall provide a means to monitor NAVAHCS vehicles via the internet. The Contractor shall provide the means to view telematics information (location, vehicle speed, etc.) via the internet upon demand. Zero deviation from standard Random Sampling PRS # 4. Correct Odometer Readings The GPS telematics must accurately report current vehicle odometer. The Contractor shall configure each telematics unit to accurately report current vehicle odometer reading. Zero deviation from standard Customer Complaint Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot. Random Inspection Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure 100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed. Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis (i.e., monthly, quarterly, semi-annually etc.). Customer Complaint: Complaints must be addressed. 6.1 TECHNICAL EXHIBIT 2 DELIVERABLES SCHEDULE Deliverable Frequency Quantity Medium/Format Submit To Installation & configuration of GPS telematics units Initially within 30 calendar days of contract award. Within 14 calendar days for new vehicles thereafter. 131 N/A Fleet Manager, COR Web Access Within 5 days of contract award 2 Internet Fleet Manager, COR Email notifications Upon occurrence of any predetermined parameter (check engine light notification, speed violation, etc) TBD Email Fleet Manager, COR Customized reports Upon demand TBD Internet Fleet Manager, COR 6.2 TECHNICAL EXHIBIT 3 ESTIMATED WORKLOAD DATA ITEM NAME ESTIMATED QUANTITY 1 Installation & configuration of GPS telematics units 131 units 2 3 4 5 7. GOVERNMENT FURNISHED EQUIPMENT No equipment to be furnished by the Government. Appendix A Vehicle Inventory 1 DODGE DAKOTA 1998 2 CHEVROLET S-10 1998 3 CHEVROLET S-10 1998 4 FORD E-450 2001 5 FORD F150 PICKUP 2002 6 FORD FREESTAR 2004 7 CHEVROLET SILVERADO 2004 8 FORD F150 PICKUP 2005 9 FORD F150 PICKUP 2005 10 FORD E-350 2005 11 FORD E150 VAN 2006 12 CHEVROLET EXPRESS 2006 13 CHEVROLET EXPRESS 2006 14 FORD FREESTAR 2006 15 CHEVROLET trailblazer 2006 16 FORD VAN 2006 17 FORD VAN 2006 18 FORD E-350 2007 19 FORD RANGER 2007 20 FORD RANGER 2007 21 FORD VAN 2007 22 FORD E350 2008 23 CHEVROLET EQUINOX 2008 24 CHEVROLET EQUINOX 2008 25 CHEVROLET EQUINOX 2008 26 CHEVROLET EQUINOX 2008 27 CHEVROLET EQUINOX 2008 28 FORD EXPLORER 2008 29 FORD EXPLORER 2008 30 FORD EXPLORER 2008 31 FORD EXPLORER 2008 32 FORD EXPLORER 2008 33 CHEVROLET EXPRESS 2008 34 CHEVROLET EXPRESS 2008 35 FORD F150 SUPERCREW 2008 36 FORD F250 PICKUP 2008 37 FORD F250 PICKUP 2008 38 FORD F-550 2008 39 CHEVROLET SILVERADO 2008 40 DODGE RAM 2500 2008 41 FORD RANGER 2008 42 CHEVROLET SILVERADO 2008 43 CHEVROLET SILVERADO 2500 2008 44 CHEVROLET TRAILBLAZER 2008 45 FORD VAN 2008 46 FORD VAN 2008 47 CHEVROLET EQUINOX 2009 48 FORD EXPLORER 2009 49 FORD EXPEDITION 2010 50 FORD EXPEDITION 2010 51 FORD EXPEDITION 2010 52 FORD EXPEDITION 2010 53 FORD EXPEDITION 2010 54 FORD EXPEDITION 2010 55 FORD EXPLORER 2010 56 FORD EXPLORER 2010 57 CHEVROLET HHR 2010 58 JEEP LIBERTY 2010 59 CHEVROLET EXPRESS 4500 2010 60 CHEVROLET EXPRESS 4500 2010 61 CHEVROLET EXPRESS 4500 2010 62 CHEVROLET EXPRESS 4500 2010 63 CHEVROLET EXPRESS 4500 2010 64 CHEVROLET TAHOE 2010 65 FORD VAN 2010 66 CHEVROLET COLORADO 2011 67 FORD ESCAPE 2011 68 FORD ESCAPE 2011 69 FORD ESCAPE 2011 70 JEEP GRAND CHEROKEE 2011 71 CHEVROLET Suburban 2011 72 CHEVROLET TAHOE 2011 73 FORD VAN 2011 74 FORD F350 PICKUP 2012 75 CHEVROLET EXPRESS 3500 2012 76 CHEVROLET EXPRESS 3500 2012 77 CHEVROLET EXPRESS 3501 2012 78 FORD VAN 2012 79 FORD E350 2013 80 FORD E350 2013 81 CHEVROLET EQUINOX 2013 82 CHEVROLET EQUINOX 2013 83 FORD EXPLORER 2013 84 FORD FLEX 2013 85 JEEP PATRIOT 2013 86 JEEP PATRIOT 2013 87 JEEP PATRIOT 2013 88 JEEP PATRIOT 2013 89 JEEP PATRIOT 2013 90 JEEP PATRIOT 2013 91 JEEP PATRIOT 2013 92 JEEP PATRIOT 2013 93 JEEP PATRIOT 2013 94 JEEP PATRIOT 2013 95 JEEP CHEROKEE 2014 96 JEEP CHEROKEE 2014 97 JEEP CHEROKEE 2014 98 CHEVROLET EQUINOX 2014 99 CHEVROLET EQUINOX 2014 100 CHEVROLET EQUINOX 2014 101 CHEVROLET EQUINOX 2014 102 FORD ESCAPE 2014 103 FORD EXPLORER 2014 104 FORD FLEX 2014 105 CHEVROLET COLORADO 2015 106 CHEVROLET EQUINOX 2015 107 CHEVROLET EQUINOX 2015 108 CHEVROLET EQUINOX 2015 109 CHEVROLET EQUINOX 2015 110 FORD EXPLORER 2015 111 FORD F-250 2015 112 FORD F-250 2015 113 HYUNDAI SONATA 2015 114 CHEVROLET TERRAIN 2015 115 CHEVROLET TERRAIN 2015 116 FORD TRANSIT 2015 117 CHEVROLET TRAVERSE 2015 118 DODGE 5500 RAM 2016 119 INTERNATIONAL BOX TRUCK 2016 120 INTERNATIONAL BOX TRUCK 2016 121 DODGE CARAVAN 2016 122 DODGE CARAVAN 2016 123 CHEVROLET EQUINOX 2016 124 FORD ESCAPE 2016 125 FORD PICK UP 2016 126 DODGE RAM PICK UP 2016 127 FORD TRANSIT 2016 128 FORD TRANSIT 2016 129 FORD TRANSIT 150 2016 130 FORD ESCAPE 2017 131 FORD ESCAPE 2017
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TuVAMC/VASAHCS/VA25817Q0244/listing.html)
 

Document(s)

Attachment
 

File Name: VA258-17-Q-0244 VA258-17-Q-0244.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3584403&FileName=VA258-17-Q-0244-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3584403&FileName=VA258-17-Q-0244-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: NAVAHCS;500 N. STATE HWY 89;Prescott, AZ

Zip Code: 86313
 

Record

SN04543692-W 20170616/170614234359-87f37ce532527939b671886e1d9a42f7 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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