REQUEST FOR PROPOSALS

GPS/AVL/VAN COMPONENT SOLUTIONBID NO: 16-1137

ADDENDUM NO. 1

BIDS DUE: August 1, 2016 @ 3:00 PM Central Time

To report suspected ethics violations impacting the San Antonio Water System, please call 1-800-687-1918.

Addendum 1 is being issued to facilitate an easier response to some of the items required in Section C, Response Format; page 13 of the RFP:

1. A word version of the scope of work is provided below that can be used to facilitate an easier response to Item 5, third bullet, of Response Format.

2. The following fillable forms are provided for your convenience: o Item 1: Submittal Response Checklisto Item 2: Respondent Questionnaireo Item 10: Good Faith Effort Plan o Item 6: Compensation Schedule.

These forms may be filled out electronically, printed, signed and submitted in proposal.

Scope of Services

SAWS currently utilizes various software to assist in work and asset management, such as AssetWorks (FA Suites) for fleet management, Infor Public Sector for work and utility asset management, RouteSmart for routing crews, and ESRI for mapping. With the exception of ESRI, it is not SAWS’ intent to integrate these systems into the proposed GPS/AVL or GPS/AVL/VAN solution. However, the capabilities are of interest to us and we ask that you highlight your current capabilities to do so in your proposal. Below are some of the operational issues we ask that you address in your proposal as well:

Equipment: We currently do not have a systematic way of determining where our equipment is on a real-time basis. We want to know where it is, how and when it is or is not being used

Equipment: While we have a system that provides odometer readings, engine hours, we are unable to determine that real-time. We also do not have a function to determine idle time and want to be able to differentiate between equipment that is in park versus breaking.

Equipment: Our system for managing historical equipment use is antiquated and manual. We are interested in solution that can provide historical usage such as who possessed it over life of the equipment and where, when, how it was used.

Operations: Currently, reporting capabilities are limited. o We need something that can isolate and create groupings of not

only equipment but employees, functions, locations, etc. We are hoping for a tool where categorization can be limited by both department and intra-department, by equipment type, as well as by employee and their respective area hierarchy.

o The reporting system within the solution must also be robust Provides frequency of visits Geofencing by vehicle or by driver Ability to define multiple user groups from a security role

perspective Accessible SAWS-wide via desktop, remote laptop, and

mobile devices Ability to be mined with data elements that can be exported

to CSV by discrete fields Ability to generate ad hoc reports

Operations: SAWS currently uses air-cards and MiFi devices for staff to connect to the internet in remote environments and situations. Capabilities to limit the reliance on air-cards or other peripheral devices is of some interest to SAWS.

System must be vehicle area network scalable to meet future needs for business capabilities that would support laptops, tablets, cell phones, voice over IP, video or other applications.

Vendors are required to submit with their proposal complete technical specifications (to include warranty coverage, brochures, literature, etc.) on all items offered. Each section below should be responded to in detail, addressing each item in response.

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1. Vendor Required Information Response should include the following information:

a. Location of vendor, location of their subcontractor/ installer, and location where technical support is being provided from.

b. Documentation to indicate that vendor is a manufacturer and/or authorized distributor/dealer for the proposed GPS/AVL and GPS/AVL/VAN system.

c. Documentation to reflect that vendor has the necessary facilities, personnel, tools, equipment, materials, supplies, and financial resources to adequately meet the specifications stated under this contract.

d. Documentation indicating that vendor can and will maintain adequate stock of replacement parts or units for any maintenance/repairs to ensure continued services of operation.

e. Must have market penetration; non beta environment. Vendor must have historical data. System must be currently used by entities with a similar scope and use expected by SAWS.

f. Must be a secure solution that protects confidentiality of SAWS data. Vendor should conduct security audits on system and be able to show SAWS how this is validated.

The respondent’s staff should:a. Be knowledgeable and able to provide SAWS with the technical

expertise necessary to install and maintain the system.

Vendor Responsibilities include the following: Assignment of a full time representative to assist and service

SAWS at no additional cost Meeting all SAWS, local, state, and federal regulatory

requirements including applicable licenses. Must have a demonstrable service network and technical staff

ready and able to provide for a superior level of maintenance and support for a large government customer.

2. Support After AwardVendor shall address the following:

a. Ability to accommodate SAWS’ account and technical needs both during regular business hours (8:00 am to 5:00 pm CST; Monday through Friday, excluding national and SAWS’ holidays).

b. Availability of an internet-based self-serve customer service and technical support system 7/24/365 to provide technical support.

3 Data & Reporting Preferences Vendor shall detail the ability to do the following:

a. Report on information by user defined groups/subgroups and alerts.b. Provide reports graphically and in table format for the following

attributes:- Vehicle And Engine Speed- Idle And Stop Time- GeoFence Violation- Fuel Use And MPG- Odometer And Engine Hours- Malfunction Indicator Lamp- Activity Details

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- Start And Stop Details- Landmark Log And History- GPS/AVL/VAN Malfunction- PTO On/Off- Emergency alert system

c. Provide reports and data that can be printed and exported to PDF and EXCEL (CSV format) with ability to:

- be mined with data elements that can be exported by discrete fields; and

- provide exception criteria as part of their standard reporting capabilities that can be used by specific users

d. Vendor shall maintain all GPS/AVL tracking data and statistical information for the duration of the contract or provide SAWS a way to maintain the data on SAWS hosted systems. If the contract is terminated, Vendor shall transfer all GPS/AVL tracking data and statistical information, in electronic file format via SFTP or other medium as raw data in Excel, CSV, text, or other manipulate able format, to SAWS within 90 days at no cost to SAWS.

e. Archive all GPS/AVL data and information over 365 days for the duration of the contract and enable SAWS to access same at no additional cost. Data/information 365 days or less shall be accessible online. Vendor shall be solely responsible to maintain the archival dataset.

f. Provide the ability to create a suite of standard reports. All reports shall be able to be viewed on-screen, printed in PDF, and exported to various file formats, but specifically CSV. Reports shall be scheduled to run automatically, sent to specific staff's electronic mailbox, at desired intervals, based on user defined criteria.

g. Allow SAWS to download and print daily and archived data information in PDF and Excel (CSV).

h. Vendor shall provide a directory of standard reports and include samples of same in the proposal package. The following reports are required, at a minimum: Vehicle and engine speed; Idle and stop time; Geo-fence violation, Fuel usage and MPG, Odometer and engine hours; Driver's hours of service, activity details, Stop details, Landmark log and history; GPS/AVL/VAN malfunction Have the ability to alert supervisors that the vehicle is exceeding the posted speed limit.

2 Fleet Maintenance & Monitoring PreferencesVendor shall detail the ability to do the following:

a. Implement a driver/use identification system; preferably via RFID using existing badging (HIDGlobal)

b. Provide turn-by-turn navigation, to include odometer and engine hour readings, please provide examples of displays.

c. Provide near real time equipment location. If vendor uses straight-line distances as part of the GPS/AVL/VAN solution’s calculations and algorithms, data pings of the location information will be every 15 seconds. In the event the GPS/AVL/VAN solution uses continuous distance calculations, adjustments regarding the frequency of location information can be had after award.

d. Providing information via text or email to select users when braking, speed, idle time, geo-fence violations have occurred. Notifications for VAN malfunctions.

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3 Software, Hardware & InstallationVendor shall detail the ability to do the following:

a. InstallationFurnish and install all required hardware and components, as re-quested by SAWS within 30 days of the contract for prioritized group and remaining equipment by agreed upon schedule. All installs will be done at a SAWS Fleet location. Vendor will provide a per unit install cost.- The successful contractor may utilize a subcontractor to install,

maintain and repair the hardware, provided that the following are met.

- Vendor must provide a complete list of all installers/servicers located in Bexar and its immediate surrounding counties.

- Vendor and Vendor's installers/servicers shall respond to SAWS' site in Bexar County within seventy two hours.

b. Software- Must identify and recognize the Equipment ID of each vehicle and

driver in SAWS' fleet. - Must be able to search, locate, and report by each ID- Must track real-time position, speed, idle, location, direction, dis-

tance traveled, odometer, and airtime of each ID.- Must provide and report on telemetry sensors/relays with a mini-

mum of six input/output connections that are fully programmable.- Must monitor GPS/AVL/VAN connections and automatically issue

an alert notification whenever the hardware is tampered with, disconnected, malfunctioning, or inactive.

- Must store GPS/AVL information when vehicle is out of cellular coverage.

- Must use wireless data transmission technology to track and col-lect fleet performance indicators and statistics.

- Provide 7/24/365 access to data and information utilizing an net-work based GPS/AVL software program

- Provide a program that utilizes the most current street mapping of Texas and be able to provide street view, satellite imagery, and hybrid views.

- Provide a program that can also utilize SAWS' GIS system as a layer, which will be provided to the selected vendor.

- Provide a system-wide master login to facilitate full, complete, and unrestricted access to data by SAWS' staff.

- Compatibility with smartphone and android devices is not required but desirable.

- Internet-based GPS/AVL program shall be capable of the following minimum requirements: Hierarchical capabilities to be set up with multiple levels of role

defined security and accessibility by user departments, divi-sions, work groups, and sub-groups, as well as by fleet, sub-fleet, vehicle class, sub-class, location, and other user defined parameters.

Identify and display information on each equipment ID of SAWS' fleet.

Identify and display GPS/AVL data from each vehicle and equipment for real-time positions, speed, location, direction, and distance traveled, in a graphical map presentation format

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including symbols, icons, and landmarks on each equipment ID of SAWS’ fleet.

Utilize dashboards to display GPS/AVL data points of a single, group, departmental, or agency-wide fleet. User shall be able to create and save multiple dashboards with simple drag-and-drop functions

Instant playback of recent fleet activity. Update vehicle and equipment positions automatically on-

screen. Selection of refresh rates should be at minute rates based upon departmental need.

Allow multiple dispatchers to view vehicles at the same time. Allow SAWS to setup and manage geo-fencing which could be

assigned to a single, group and/or all vehicle and equipment in the fleet. The geo-fencing shall be monitored and reported in real-time by the GPS/AVL.

Alert and send notifications to SAWS based on idle, speed, geo-fence, odd hour usage and adhering to speed limits.

Ability to limit alerts by group and ensure that notifications/alerts are sent only to specific roles as designated within those groups.

Ability to track geofences by equipment and/or driver for in-stances such as in a pool environment or instances of shared equipment.

c. Hardware- Provide a maximum of 24-hour response time on inquiries of

hardware and equipment installation, maintenance and repair service request, weekends and public holidays excluded.

- Equipment must provide for hardwired installation where all wires and hardware are undetectable and have tamper deterrent fea-tures (i.e., tamper tape, etc.)

- Cellular and GPS antennae must be installed per specification from SAWS.

- GPS/AVL/VAN must be able to use secure switching between Wi-Fi and Cellular Networks (Security Hotspot) 

- GPS/AVL/VAN hardware components shall be weatherproof and shock resistant; all GPS/AVL/VAN hardware components shall contain an internal battery for all non-mobile and non-powered assets/equipment.  

- GPS/AVL/VAN hardware must be 4G/LTE capable and provide at a minimum 802.11n Wi-Fi. Unit must support private networking configuration allowing secure tunneling over the public network (SSL or IPSEC VPN).

- GPS/AVL/VAN Wi-Fi hardware must be capable of WPA2 and support authenticating wireless clients against SAWS RADIUS servers.

- It is intended that the manufacturer, in the selection of compo-nents, will use material and design practices that are the best available in the industry for the type of operating conditions to which the hardware/equipment will be subjected.

- All hardware and equipment shall conform in strength, quality of material, and workmanship to recognized industry standards.

d. OtherProvide all hardware, software, equipment, storage, licenses, up-

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grades, staffing, and any other associated resources to fully support the GPS/AVL/VAN program to maintain a 99.9% system availability rate

4 Maintenance, Upgrades & Supporta. The GPS/AVL/VAN system offered must be the manufacturers most

current and updated design and technology that both meets SAWS' specifications and requirements and is currently in use by other clients.

b. Upgrades to system and software must be backward compatible and support at least two previous versions, based on industry standard.

c. Throughout the terms of the agreement and any extensions thereof, Vendor shall perform periodic firmware, software, or other system upgrades to keep the GPS/AVL/VAN current and able to fully utilize new and developing technologies and functionalities, where appropri-ate for SAWS' business needs.

d. As technology in equipment and hardware advances, SAWS shall have the option to upgrade equipment and hardware at a pre-deter-mined rate. SAWS fully expects its existing GPS/AVL/VAN equip-ment and hardware to continue to work as if first installed without any degradation of functionalities and/or performance.

e. Any upgrades that are mandated by the Vendor shall be at the cost of the Vendor.

f. Provide implementation support during project start to include sug-gested preparation and deployment schedules and configuration of roles and security support.

5 Traininga. The start-up training shall be conducted on-site at a SAWS facility

and will consist of "train-the-trainer" and "train the administrator" sections. “Train-the-trainer” sessions may consist of 4 to 5 persons, while “train-the-administrator” may consist of 1 to 2 persons. Specific groups will be provided to vendor upon award. SAWS may require multiple train the trainer sessions of 4 to 5 persons. SAWS envisions only requiring a single train the administrator session.

b. The successful Vendor shall provide a detailed training plan with the proposal package.

c. For those SAWS’ equipment that may be installed after completion and encompass different end-users from the original installation and training events, , the successful Vendor shall provide Internet-based “train-the-trainer” and “train the administrator” training, which can be provided by webinar, webcast, or other common business format.

d. Vendor and SAWS departments shall mutually schedule the training but will commence no later than 15 days after installation.

e. Training materials, whether online or hard copies (with access to an electronic version), must be adequate and relevant to the system proposed and ultimately utilized under this agreement.

6 Technicala. System should be ESRI 10.2 (and above) compatible utilizing ESRI

Web and GIS Mapping Services. Able to connect to our GIS Services from a mapping standpoint.  

b. Company must notify SAWS via email with notifications on System upgrades, Hotfixes or security patches. Also provide us timeframes

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for system being down or offline.c. For open cloud environment, SAWS must have rights to the applica-

tion environment. SAWS must also be able to create an Architect Design of the administrative console. Please provide architect de-sign regarding functionality.

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