COUNTY OF ALAMEDA - Alameda County Government by yaohongmeiyes


									                                        COUNTY OF ALAMEDA
                              GENERAL SERVICES AGENCY-PURCHASING
                                                                ADDENDUM No. 1
                                                                    RFP No. 900410
     Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
                                 March 11, 2009 and March 12, 2009

                                                                     NOTICE TO BIDDERS


     Responses to Verbal and/or Written Questions

     Q1)         Does the County require a hosted solution or does the County want to bring the software in-
     A1)         The County is looking to bring the server in-house.

     Q2)         Is the current system in place with the County a Maximus system?
     A2)         Yes, the current system is “Fleet Anywhere” by Maximus.

     Q3)         Does the County currently use PeopleSoft financials?
     A3)         Yes.

     Q4)         Does the County require the Fleet MIS to integrate with its PeopleSoft platform?
     A4)         The County requires that the systems have the ability to communicate.

     Q5)         What version of PeopleSoft does the County currently use?
     A5)         PeopleSoft 8.4

                                      1401 LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA 94612
                                             510 208 9600 FAX 510 208 9626
I:\PURCHASING\Contracting Opportunities\Purchasing\Fleet MIS\Addendum 1 - Fleet MIS.doc
                       County of Alameda, General Services Agency – Purchasing
                                  RFP No. 900410, Addendum No. 1

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April 10, 2013

   Q6)     Is the County looking for a system that is licensed on a concurrent basis or is the County
           willing to entertain a named user type of licensing instead of concurrent user licensing?
   A6)     The County will allow full access to the software in the motor vehicle office and also to
           limited users in the IS department (one or two stations). Outside of that there will be
           limited access, via the internet, for various departments with no software residing on
           their computers.

   Q7)     Does the County know the number of people that will have access to the system?
   A7)     There is a need for 14 Motor Vehicle employees, 1-2 IS employees, and 1-2 Finance
           employees that need to have full access to the program. There will be between 50 to 100
           employees in other departments that will be granted (internet only) access to update
           user names for vehicle assignment, printing out a list of vehicles, and managing a
           localized motor pool within there department. All County employees will need to have
           access to make reservations for both the Motor Pools and the repair shops.

   Q8)     Is the County planning to upgrade the standard of the back-up data base system?
   A8)     Not at this time.

   Q9)     Is the County’s current system hosted outside of the County server?
   A9)     Yes.

   Q10) Does the County intend to have VPN access within the county systems?
   A10) Yes, our Hayward shop uses a VPN access only. We do also want access remotely as
        well from other sites.

   Q11) Does the main group here have access from the outside?
   A11) Yes. The main group of employees needs to have access to the whole system even when
        they are not at their main computer.

   Q12) Are the two interface systems (Fleet data system and Wright Express) currently being
        downloaded into Fleet Anywhere (FA)?
   A12) These systems are currently being uploaded into FA. File formats exist but are manual
        and not automated. The information is put into an Excel spreadsheet and then

   Q13) Is the County going to supply the database and the integers.
   A13) Yes.

   Q14) Is the County currently using anything outside of Fleet Anywhere for reporting?
   A14) No.

   Q15) Are your processes clearly defined regarding the workflow? Does the County require that the
        system be capable of changing with their business practices?
                     County of Alameda, General Services Agency – Purchasing
                                RFP No. 900410, Addendum No. 1

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April 10, 2013

   A15) Yes. The system needs to integrate with the business practices we have now and may be
        required to change as our business processes change.

   Q16) Does the County do maintenance internally or do they outsource any of the maintenance to
        outside organizations?
   A16) The County outsources 20 to 25% of its maintenance work. It is typically high-end
        maintenance work which is outsourced.

   Q17) When you look at parts inventory records, is that 200,000 inventory items or is that total
   A17) We would like to have the current parts inventory accessible within the system as well
        as historical parts usage available. We have approximately 4000 parts in our 3 parts
        rooms and use approximately 12000 parts over the course of a year. We would like the
        records held in the system for a minimum of 10 years.

   Q18) Do most of the parts reside in a central warehouse?
   A18) We have multiple locations and each location has their own parts inventory. The
        County’s main parts storage location is in Oakland, CA.

   Q19) Are the part bins in the parts room bar coded?
   A19) No.

   Q20) Are those part rooms secured?
   A20) Yes. They are only available to the County’s mechanics.

   Q21) Are the part rooms and garage open 24/7?
   A21) No. The hours of operation are 7am to 7pm and limited scheduled after 5pm.

   Q22) Does the County manage the warranty work being performed?
   A22) No. the County outsources most of the warranty work to local dealers.

   Q23) Are smog checks performed by the County?
   A23) Yes.

   Q24) Does the County currently have GPS systems on the vehicles?
   A24) Currently the County does not have GPS systems on the vehicles, but that is something
        which we are looking into for the near future.

   Q25) Will the County place GPS systems on all of its vehicles?
   A25) After a pilot program the County would look to place GPS systems on the majority of
        its vehicles.

   Q26) Does the County anticipate any mobile device use by mechanics?
                      County of Alameda, General Services Agency – Purchasing
                                 RFP No. 900410, Addendum No. 1

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April 10, 2013

   A26) No. Each mechanic has their own terminal and there is not, at this time, any off-site
        work being performed.

   Q27) Do the mechanics perform all work in the maintenance shop and do not work remotely?
   A27) Yes.

   Q28) If a vendor gets a bid in early, what will happen?
   A28) It will be locked away unopened until the bid closes.

   Q29) Is there a firm budget on this project or does it have to go before the Board of Supervisors?
   A29) This will be a Board approved contract and does have a budget in place.

   Q30) Are the funds being used from a past Fiscal Year or are they from the current fiscal year?
   A30) The funds are from this fiscal year.

   Q31) What is driving this project?
   A31) The need for an updated system.

   Q32) Is this from a department standpoint or is someone pushing for this to project to be done?
   A32) The County currently uses a similar system and is in need of an upgraded system to
        better serve the County’s growing needs.

   Q33) What does the County actually hope to get from this system?
   A33) One of the components is better managing and better reporting with an upgraded
        system so the County can better manage the fleet and possibly reduce the fleet size
        therefore bringing down the County’s cost of repurchasing and maintaining vehicles.

   Q34) Are the funds being applied to the budget going to be local or from the stimulus package?
   A34) The funds applied will be local.

   Q35) How many maintenance workers or mechanics work out of the motor vehicle office?
   A35) There are a total 14 employees in the motor vehicle department, of that 3 are
        administrative 1 is a supervisor, 10 which are mechanics or technicians. There are 1-2
        IS employees and 1-2 finance employees that will have access to the site.

   Q36) Does the Motor Vehicle department have approximately 90 pool vehicles they are
   A36) Yes.

   Q37) In addition to this, the other departments have their own pool of vehicles that are assigned to
        them? If so, how many?
   A37) Yes. Approximately 160 vehicles.
                      County of Alameda, General Services Agency – Purchasing
                                 RFP No. 900410, Addendum No. 1

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April 10, 2013

   Q38) What is the total number of vehicles which fall under the umbrella of this system with the
        various pools, Sheriff’s Department vehicles and others?
   A38) The County’s overall fleet is approximately 1100 vehicles being managed and
        maintained by the County Motor Vehicle Division.

   Q39) So the motor vehicle department manages and reserves the usage of only 250 of those
        vehicles in the reservation system?
   A39) Correct. The other vehicles above and beyond will be assigned to an individual
        employee or employees.

   Q40) How many IT staff will be assigned as administrators on the new system?
   A40) There will be one central contact in the IS department within the General Services

   Q41) How many County employees will use the cars is in the pool?
   A41) Currently there are approximately 6642 users.

   Q42) Is the County only accepting web based solutions or will it consider client-server solutions
   A42) The County will host the application on its own servers. The County also requires the
        application to be accessible via the web for employees to access in order to manage
        their account and make reservations.

   Q43) In reference to item 11.08 of the RFP, “Ability to verify sufficient funds as part of the
        transaction.” Does this item require a real-time look-up into the fund balances of the
        County's ERP system and can this be part of the pre-billing process?
   A43) No. The County would like to have a prompt given to our mechanic in order to verify
        funding prior to beginning the repairs. This function would only be needed with certain
        departments. The County would like the ability to turn this on or off as needed. This
        function would be prior to the repair.

   Q44) Does the County own Mitchell software and what integration details are needed beyond a
        link to the Mitchell estimate document?
   A44) The County would like it’s mechanics to have the ability to a link within the work order
        and vehicle history to look up information in the Mitchell software or other online
        applications such as All-Data. We would like our mechanics to have the ability to copy
        and paste information into the work orders and vehicle history for future reference.
        The software is not requested as part of the bid.

   Q45) Does the County expect training for users in Crystal XI reports to build custom reports?
   A45) Yes. Training for administrators only (4 or 5 employees). The mechanics will not need
        this training.
                      County of Alameda, General Services Agency – Purchasing
                                 RFP No. 900410, Addendum No. 1

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April 10, 2013

   Q46) In reference to the following items of the RFP, how many trainees will be in each of these
                  Initial onsite training requirements shall be no less than the
          8.03 following:
          8.04       24 hours for System Administrators. (3 trainees)
          8.05       24 hours for Information System support team. (2 trainees)
          8.06       16 hours for Shop Supervisors. (1 trainee)
          8.07       16 hours for Shop Technicians. (10 trainees)

   Q47) In reference to item 10.0.8 of the RFP, “Ability to interface with self-served systems (e.g.,
        Invers, Agiles) and car-sharing companies (e.g., CarShare, Zipcar).” Please clarify the
        County’s short and long-term objectives regarding the need to electronically interface to
        these solutions.
   A47) The County does not currently have relationships with these companies but is
        interested in looking to these companies as potential partners for future Motor Pool
                        County of Alameda, General Services Agency – Purchasing
                                   RFP No. 900410, Addendum No. 1

Page 7 of 8
April 10, 2013

            The following participants attended the Bidders’ Conferences:

          Company Name                      Representative                  Contact Information
Vision Communications                 Mark Champ                   Phone: 510-346-0300
                                                                   Prime Contractor:
                                                                   Subcontractor: X
                                                                   Certified SLEB: N
Jeskell, Inc.                         Robin Cody                   Phone: 925-849.6091
                                                                   Prime Contractor: X
                                                                   Certified SLEB: N
Jeskell, inc.                         Beth Tripp                   Phone: 510-537-3677
                                                                   Prime Contractor:
                                                                   Subcontractor: X
                                                                   Certified SLEB: N
Assetworks                            James Schnepp                Phone: 858-663-7481
                                                                   Prime Contractor: X
                                                                   Certified SLEB: N
Technology Associates                 Michael Nutt                 Phone: 916-265-1227 x1404
                                                                   Prime Contractor: X
                                                                   Certified SLEB: N
Technology Associates                 Charles Johnson              Phone: 916-265-1227 x1402
                                                                   Prime Contractor: X
                                                                   Certified SLEB: N
AT&T Mobility                         Kelly Stratton               Phone: 831-600-6122
                                                                   Prime Contractor: X
                                                                   Subcontractor: X
                                                                   Certified SLEB: N
AT&T Mobility                         Kathy Carlson                Phone: 415-999-2325
                                                                   Prime Contractor: X
                                                                   Subcontractor: X
                                                                   Certified SLEB: N
AT&T Mobility                         Frank Rudnick                Phone: 925-487-0206
                                                                   Prime Contractor: X
                                                                   Subcontractor: X
                                                                   Certified SLEB: N
                          County of Alameda, General Services Agency – Purchasing
                                     RFP No. 900410, Addendum No. 1

Page 8 of 8
April 10, 2013

          Company Name                       Representative                Contact Information
AEKO Consulting                        Patrick Wong                Phone: 510-763-2356 x17
                                                                   Prime Contractor:
                                                                   Subcontractor: X
                                                                   Certified SLEB: Y
AEKO Consulting                        Gboyega Aladegbami          Phone: 510-763-2356 x13
                                                                   Prime Contractor:
                                                                   Subcontractor: X
                                                                   Certified SLEB: Y
Outsource Solutions                    Jay Sanders                 Phone: 510-986-0686
                                                                   Prime Contractor:
                                                                   Subcontractor: X
                                                                   Certified SLEB: Y
AE Information Services                Frank Green                 Phone: 510-384-0761
                                                                   Prime Contractor:
                                                                   Subcontractor: X
                                                                   Certified SLEB: Y
                                                           RFP No. 900410, Addendum No. 1

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 one hundred and eighty (180) 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


          By:_______________ ________________________________________________ Date____________ Phone_____________________

          Printed Name Signed Above:_______________________________________________________________________________________

                                                                       RFP No. 900410

                                                                        EXHIBIT L
                                                                     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/Q). For additional
    information regarding the SLEB Program, please visit our website at 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

    Vendors who attended the Networking/Bidders Conferences have been added to the Vendor Bid List. Please see the
    RFP/Q 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 This RFP/Q Addendum is being issued to all vendors on the Vendor Bid List; the
    following revised vendor list includes contact information for each vendor attendee at the Networking/Bidders

                                                          RFP No. 900410 - Fleet MIS
Business Name             Street Address                    City            State   Contact Name         Phone Number         Email
ADVOCO                    649 Mission Street, Suite 500     San Francisco   CA      Darryl Burton        (415) 902-8564
AE Information Services                                                             Frank Green          (510) 384-0761
AEKO Consulting           1939 Harrison Street              Oakland         CA      Gobyega Aladegbami   (510) 763-2356 x13
AEKO Consulting           1939 Harrison Street              Oakland         CA      Patrick Wong         (510) 763-2356 x17
Agile Access Control      1999 S. Bascom Ave. Ste. 700      Campbell        CA      Matthew Wade         408-213-9555 x555
Agile Access Control      1999 S. Basdom Ave. Ste. 700      Campbell        CA      Matthew Wade         408-213-955 x555
Asset Works               998 Old Eagle School Road         Wayne State     PA      Lynn Sons            610-687-9202
Asset Works                                                                         James Schnepp        (858) 663-7481
AT&T Mobility                                               Walnut Creek    CA      Frank Rudnick        (925)487-0206
AT&T Mobility                                                                       Kelly Stratton       (831) 600-6122
AT&T Mobility                                                                       Kathy Carlson        (415) 999-2325
Aurostar                  46560 Fremont Blvd #201           Fremont         CA      Vasu                 (510) 249-9422
CCG Systems, Inc.         2730 Ellsmere Avenue              Norfolk         VA      Charmaine Berina     (800) 753-2783
Chevin Fleet Solutions    43 Orchard Hill DR.               Sharon          MA      Ron Katz             781-793-0788
DLT Solutions, Inc.                                                                 Cole Clements        916-626-1570
Faster Systems            153 Star Point Ln.                Weatherford     TX      Alan Richardson      (800)753-2783
Faster Systems            153 Star Point Ln.                Weatherford     TX      Charmaine Berina     (800)753-2783
IBM                       425 Market Street                 San Francisco   CA      Seshu Kota           (415) 545-4181
IBM                       425 Market Street                 San Francisco   CA      James Garban         (858)384-3266
Information Builders      1731 Technology Drive             San Jose        CA      Shaun Walton         408.453.7600 x225
Jeskell Inc.                                                                        Robin Cody           (925) 849-6091
Jeskell Inc.                                                                        Beth Tripp           (510) 537-3677
KISP Inc.                 151 Placer Ct.                    Toronto,        CAN     Mitch Cutler         416-499-2457 x2243
MaintStar, Inc.           28 Hammond, Unit D                Irvine          CA      Louis J. Tonetti     (949) 458-7560
Maximus                                                                             Jim Schnepp          858-663-7481
Outsource Solutions                                                                 Jay Sanders          (510) 986-0686
                                                                                                         (916) 265-1227
Technology Associates     1783 Tribute Road, Suite D        Sacramento      CA      Michael Nutt         x1404      
                                                                                                         (916) 265-1227
Technology Associates     1783 Tribute Road, Suite D        Sacramento      CA      Charles Johnson      x1402      
TechnoparkCorp            568 Ninth Street Sout 202         Naples          FL      Olga Yatsina         (239) 243-0206
Vision Communications                                                               Mark Champ           (510) 346-0300

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