6. A proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell contract may be considered in the evaluation of a proposal.
III. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Either Line-Item Pricing or Percentage Discount from Catalog Pricing, or a combination of these:
a. Line-item Pricing is pricing based on each individual product or service. Each line must indicate the proposer’s published “List Price,” as well as the “Contract Price.” b. Percentage Discount from Catalog or Category is based on a percentage discount from a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any contract resulting from this RFP.
2. The proposer’s not to exceed price. A not to exceed price is the highest price for which equipment, products, or services may be billed to a Participating Entity . However, it is permissible for suppliers to sell at a price that is lower than the contracted price.
3. Stated in U.S. and Canadian dollars (as applicable).
4. Clearly understandable, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Participating Entity’s location).
Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the proposer. Additionally, p roposers should clearly describe any unique distribution and/or delivery methods or options offered in the proposal.
B. ADMINISTRATIVE FEES
Proposers awarded a contract are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting contracts. The administrative fee is normally calculated as a percentage of the total sales to Participating Entities for all contracted equipment, products, or services made during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some categories, a flat fee may be an acceptable alternative.
Rev. 6/2024 Sourcewell RFP #102924
Fleet Management Technologies with Related Software Solutions
IV. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see attached template). Only those modifications the proposer indicates in its proposal will be available for discussion. Much of the language in the Contract reflects Minnesota legal requirements and cannot be altered. Numerous and/or onerous exceptions that contradict Minnesota law may result in the proposal being disqualified from further review and evaluation.
To identify any exception, or to request any modification, to Sourcewell’s standard Contract terms, conditions, or specifications, a proposer must submit the proposed exception(s) or requested modification(s) via redline in the Contract Template provided in the “Documents” section of the “Bid Details” page on the Sourcewell Procurement Portal and uploaded as part of its response. Only those exceptions noted at the time of the proposal submission will be considered.
Exceptions must:
1. Clearly identify the affected article and section.
2. Clearly note the requested modification; and as applicable, provide requested alternative language.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the contract document provided to the awarded supplier for signature.
If a proposer receives a contract award resulting from this solicitation it will have up to 30 days to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract award may be revoked.
V. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted in the Solicitation Schedule for this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential proposers to ask questions regarding this RFP and Sourcewell’s competitive contracting process. Information about the webcast will be sent to all entities that have registered for this solicitation opportunity through their Sourcewell Procurement Portal Vendor Account. Pre-proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
All questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the
Rev. 6/2024 Sourcewell RFP #102924
Fleet Management Technologies with Related Software Solutions
Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.
All questions, whether specific to a proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.
C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to potential proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the proposer by checking the box for each addendum. It is the responsibility of the proposer to check for any addenda that may have been issued up to the solicitation due date and time.
If an addendum is issued after a proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the proposer’s proposal status to INCOMPLETE. The proposer can view this status change in the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account. The proposer is solely responsible to check the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after submitting its proposal (and up to the Proposal Due Date). If the proposer’s proposal status has changed to INCOMPLETE, the proposer is solely responsible to:
1. make any required adjustments to its proposal;
2. acknowledge the addenda; and
3. ensure the re-submitted proposal is received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time shown in the Solicitation Schedule above.
D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Late proposals will not be considered. It is the proposer’s sole responsibility to ensure that the proposal is received on time.
It is recommended that proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a proposal is received by Sourcewell is solely determined by the Sourcewell Procurement Portal web clock.
Rev. 6/2024 Sourcewell RFP #102924
Fleet Management Technologies with Related Software Solutions
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to 24 hours to respond to certain issues.
Upon successful submission of a proposal, the Sourcewell Procurement Portal will automatically generate a confirmation email to the proposer. If the proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected] .
To ensure receipt of the latest information and updates via email regarding this solicitation, or if the proposer has obtained this solicitation document from a third party, the onus is on the proposer to create a Sourcewell Procurement Portal Vendor Account and register for this solicitation opportunity.
Within the Sourcewell Procurement Portal, all proposals must be digitally acknowledged by an authorized representative of the proposer attesting that the information contained in the proposal is true and accurate. By submitting a proposal, proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award.
The submission of inaccurate, misleading, or false information is grounds for disqualification from a contract award and may subject the proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
1. In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.
2. Complete. A proposal will be rejected if it is conditional or incomplete.
3. Submitted in English.
4. Valid and irrevocable for 90 days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the proposer.
F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a proposer may withdraw its proposal.
G. OPENING
The Opening of proposals will be conducted in the Sourcewell Procurement Portal immediately following the proposal due date and time. To view the list of proposers resulting from the opening, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.”
Members of the public may attend the Opening at Sourcewell’s office located at 202 12th Street NE, Staples, MN to hear the results.
Rev. 6/2024 Sourcewell RFP #102924
Fleet Management Technologies with Related Software Solutions
VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible proposers offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities.
Factors to be considered in determining the number of contracts to be awarded in any category may include the following:
1. Total evaluation scores (giving consideration to natural breaks in the scoring of responsive proposals);
2. The number and geographic location of highest-scoring proposers that offer:
a. A comprehensive selection of the requested equipment, products, or services; b. A sales and service network ensur ing availability and coverage for Participating Entities’ use; and
c. Other attributes of the proposer or contents of its proposal that assist Participating Entities in achieving environmental and social requirements, and goals.
Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell has any knowledge about a specific supplier or product.
B. AWARD(S)
Award(s) will be made to the highest-scoring proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP.
Sourcewell may request written clarification of a proposal at any time during the evaluation process.
Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (a copy is available in the Sourcewell Procurement Portal):
Rev. 6/2024 Sourcewell RFP #102924
Fleet Management Technologies with Related Software Solutions
Conformance to RFP Requirements Pass/Fail
Financial Viability and Marketplace Success 50
Ability to Sell and Deliver Solutions 150
Marketing Plan 100
Value Added Attributes 100
Depth and Breadth of Offered Solutions 200
Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. All documents that comprise the complete protest package must be received, and time stamped at the Sourcewell office by 4:30 p.m., Central Time, no later than 10 calendar days following Sourcewell’s notice of contract award(s) or non-award. A protest must allege a procedural, technical, or legal defect, with supporting documentation. A protest that merely requests a re-evaluation of a proposal’s content will not be entertained.
A protest must include the following items:
• The name, address, and telephone number of the protester; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the alleged procedural, technical, or legal defect; • Analysis of the basis for the protest;
• Any additional supporting documentation;
• The original signature of the protester or its representative; and • Protest bond in the amount of $20,000 (except where prohibited by law or treaty).
Protests that do not address these elements will not be reviewed.
D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract, and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the proposer may be rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP;
Rev. 6/2024 Sourcewell RFP #102924
Fleet Management Technologies with Related Software Solutions
• Select, for contracts or for discussion, a proposal other than that with the lowest cost; • Independently verify any information provided in a proposal; • Disqualify any proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any proposer; and negotiate with more than one proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of Participating Entities; and
• Award a contract to one or more proposers if it is in the best interest of Participating Entities.
E. DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations are complete. Sourcewell considers that negotiations are complete upon execution of a resulting contract. It is the proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law. Sourcewell may reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.
Sourcewell will not consider the prices submitted by the proposer to be confidential, proprietary, or trade secret materials. Financial information, including financial statements, provided by a proposer is not considered trade secret under the statutory definition.
09/13/2024
Addendum No. 1
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Are uploaded documents public domain? Where are they visible after they are uploaded?
Answer 1:
Refer to RFP Section VI. E. - Disposition of Proposals, for guidance on material submitted in response to the RFP and applicable public data laws.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 09/13/2024, is required at the time of proposal submittal.
09/18/2024
Addendum No. 2
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Is there a character or word count limit to the responses submitted in the portal? Answer 1:
There is sufficient space for the proposer to provide a brief but thorough response to each question. The platform designer indicates the character limit of a text field is 32,000.
Question 2:
Where it states on the bid under Evaluation question 2: The number and geographic location of highest-scoring proposers that offer - Could you please specify how much international business beyond Canada Sourcewell and its participating entities anticipate leveraging through this opportunity?
Answer 2:
Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Aftermarket Vehicle Parts and Supplies to result in a contracting solution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 09/18/2024, is required at the time of proposal submittal.
09/24/2024
Addendum No. 3
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
For the U.S./Canadian Marketshare, how is Sourcewell defining the market. (% of gov fleets, % of fleets at large, % fleets out of total Sourcewell members that use fleet management via Sourcewell, etc,)
Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. It is left to the discretion of each proposer to determine the information necessary to best demonstrate their marketplace success to Sourcewell. The solicitation is a competitive process, and proposals are evaluated on the content submitted.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 09/24/2024, is required at the time of proposal submittal.
09/25/2024
Addendum No. 4
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Could you help me to get CAGE code or Unique Entity Identifier (SAM), please? Answer 1:
A CAGE or Unique Entity Identifier (SAM) code is not required to be considered for or awarded a Sourcewell contract. Proposals are evaluated based on the criteria as stated in the RFP. Refer to the General Instructions above Questionnaire Table 1. Respond “N/A” if a question does not apply (preferably with an explanation).
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 09/25/2024, is required at the time of proposal submittal.
09/30/2024
Addendum No. 5
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Regarding your statement, At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and contract expanding the reach of contracted suppliers’ potential pool of end users, What other purchasing cooperatives do you partner with? Do you partner with BuyBoard, NY State BOCES, 1GPA, or Ohio Schools Council?
Answer 1:
While not an exhaustive list, a few examples include our collaboration with Canoe to incorporate Canada-specific language into our RFP and their advertisement of our tender documents across multiple provinces. Another example is with our partnership with NCTCOG - Home. They have created a CP program called TXShare - Available Contracts ba sed on promoting Sourcewell competitively awarded contracts. Also, we
have partnered with Omnia for food contracts: US Foods | OMNIA Partners | Contract Documents. Sysco | OMNIA Partners | Contract Documents.
Question 2:
Is it possible for list pricing to adjust over time based on inflation or otherwise. Also, is a cap/ceiling price required?
Answer 2:
Refer to the Sourcewell Master Agreement, Article 2: Sourcewell and Supplier Obligations, Sub-article 2) Product and Price Changes Requirements, for additional details on the process for requesting a product or pricing change during the term of an awarded contract. A downloadable version of the Master Agreement is found on the Bid Details page for this solicitation within the Sourcewell Procurement Portal.
Each proposer, in its discretion, will determine and propose the pricing approach that aligns with its business methods and satisfies all the requirements of the RFP Article on Pricing. Proposers should clearly identify any costs that are not included in the proposed pricing of the equipment, products, or services.
Question 3:
Can you please confirm the required skills for this role?
Answer 3:
Refer to Section II., subsection B. Requested Equipment, Products, or Services in the RFP.
Question 4:
Also, confirm the rate?
Answer 4:
Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based on detailed specifications, finite quantities, or pre-determined locations. Participating Entities’ unique needs, and Solutions from awarded vendor(s), will be determined if and when Participating Entities choose to utilize a contract resulting from this solicitation.
Question 5:
Is it onsite or remote?
Answer 5:
See answer #4 above.
End of Addendum
Acknowledgement of this Addendum to RFP 102924, posted to the Sourcewell Procurement Portal on 09/30/2024, is required at the time of proposal submittal.
10/04/2024
Addendum No. 6
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
How will we be invited to the Pre Proposal Conference on 10/9? Can I add an additional employee to the call? Thank you.
Answer 1:
Login instructions will be posted to the "Documents" section and available to registered suppliers two business days prior to the web conference. Instructions will also be sent to all registered plan takers at that time.
Question 2:
Re Table 3 - Ability to Sell and Deliver Solutions. The first requirement in this table is merely stated as 'Sales force' and no specific question is asked. Could you please elaborate, or provide more details, on what it is you would like to know about our sales force?
Answer 2:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. So, it is left to the discretion of each proposer to determine the information necessary to best demonstrate their ability to serve Sourcewell members and that they
are willing to include. Refer to the table instructions directly below the Table header.
The solicitation is a competitive process and proposals are evaluated on the content submitted.
Question 3:
Re Table 3 - Ability to Sell and Deliver Solutions. The third requirement in this table is merely stated as 'Service force' and no specific question is asked. Could you please elaborate, or provide more details, on what it is you would like to know about our service force?
Answer 3:
See Answer 2 above.
Question 4:
Re Table 4 - Marketing Plan. Would you be able to provide specific expectations you might have in terms of what the Marketing Plan of an awarded bidder should include? Are there specific elements of a Marketing Plan that you would want or expect to see, and if so, could you please elaborate?
Answer 4:
Refer to RFP Section II. Solicitation Details, F. Marketing Plan.
End of Addendum
Acknowledgement of this Addendum to RFP 102924, posted to the Sourcewell Procurement Portal on 10/04/2024, is required at the time of proposal submittal.
10/08/2024
Addendum No. 7
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
In Addendum No. 2 - Question 2 – Answer 2 you use the verbiage of requesting proposals for Aftermarket Vehicle Parts and Supplies to result in a contracting solution for use by its Participating Entities. Is this merely a coincidence that Aftermarket Vehicle Parts and Supplies is the title of another recent Sourcewell bid. if this is a true answer to the actual question?
Answer 1:
Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Fleet Management Technologies with Related Software Solutions to result in a contracting solution for use by its Participating Entities.
Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada.
Question 2:
Can you elaborate on whether or not a bidder that does NOT have a strong market share or holding in Canada will be penalized in the scoring process for this specific bid as opposed to a bidder that has both USA and Canada sales.
Answer 2:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. So, it is left to the discretion of each proposer to determine the information necessary to best demonstrate their ability to serve Sourcewell members and that they are willing to include. Refer to the table instructions directly below the Table header.
The solicitation is a competitive process, and proposals are evaluated on the content submitted.
Question 3:
Sourcewell notes that, 'To identify any exception, or to request any modification, to Sourcewell standard Master Agreement terms, conditions, or specifications, a Proposer must submit the proposed exception(s) or requested modification(s) via redline in the Master Agreement Template provided (attached).' However, the Track Changes/redline functionality in the template provided is locked with a password, so we are unable to redline. Could you please provide the password or a new un-locked document?
Answer 3:
The Master Agreement is locked so that you can make changes, and they will be red- lined, allowing Sourcewell to see the proposed exceptions or changes to the template.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 10/08/2024, is required at the time of proposal submittal.
10/09/2024
Addendum No. 8
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Is there an estimated volume in which to accurately base line-item pricing? Answer 1:
Sourcewell does not maintain the requested level of data regarding the participating entities. The estimated volume stated in RFP Section II. E. is based on past volumes of similar contracts. It is an estimate only, and no sales or sales volume are guaranteed.
Question 2:
Would Sourcewell accept a proposal that would provide hardware/services only to Canada?
Answer 2:
A proposer is not required to cover every geographic region to be considered for award.
Each proposal is evaluated based on the criteria stated in the RFP. Sourcewell is seeking solutions to serve the largest possible cross-section of current and potential Sourcewell participating entities or members. Refer to the RFP Article on Participating Entities and Use of the Resulting Contracts for details.
Question 3:
If a vendor is submitting a percentage off of manufacturer list price, do we need to include the current MSRP price sheet for each manufacturer with our submission?
Answer 3:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. It is left to the discretion of each proposer to determine and propose the pricing approach that aligns with their business methods and satisfies all the requirements of RFP Article III - Pricing. Proposals are evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 10/09/2024, is required at the time of proposal submittal.
10/10/2024
Addendum No. 9
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Financial Viability and Marketplace Success - #17
We can provide our written authorization to act as a distributor/reseller/dealer for the manufacturers listed in our proposal. Is a Letter of Authorization from each manufacturer required to be submitted with our response or can we provide a sampling?
Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. So, it is left to the discretion of each proposer to determine the information necessary to best demonstrate their ability to serve Sourcewell members and that they are willing to include. Refer to the table instructions directly below the Table header.
The solicitation is a competitive process, and proposals are evaluated on the content submitted.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 10/10/2024, is required at the time of proposal submittal.
10/17/2024
Addendum No. 10
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
We currently have products and services under Sourcewell contract. This contract is not listed on page 4 along with the list of Sourcewell contracts explicitly not included in this scope of services. Would offerings under contracts outside of the list potentially be eligible?
Answer 1:
The Sourcewell RFP is an open and competitive solicitation process. It is left to the discretion of each potential proposer to determine whether to submit a competitive proposal and whether their equipment, products, and services fall within Sourcewell’s requested equipment, products, and services as described in RFP Section II. B.
REQUESTED EQUIPMENT, PRODUCTS AND SERVICES. Only those products within the scope of the RFP will be included in any contract awarded by Sourcewell as a result of this solicitation and each Proposal will be evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 10/17/2024, is required at the time of proposal submittal.
10/18/2024
Addendum No. 11
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Re Table 2A: Financial Viability and Marketplace Success, question 14 ('What is your US market share for the Solutions that you are proposing?'): We would like to request clarification on the meaning of the term 'market share' as used in this question.
Specifically, do you mean what proportion of our company's sales for the solution category in question are to the US market? Or do you mean what proportion of the total US market for sales of the solution category are specifically from our company? Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. It is left to the discretion of each proposer to determine how to best demonstrate its financial stability and satisfy all requirements of the questionnaire tables.
Question 2:
Re Table 2A: Financial Viability and Marketplace Success, question 15 ('What is your Canadian market share for the Solutions that you are proposing?'): We would like to request clarification on the meaning of the term 'market share' as used in this question. Specifically, do you mean what proportion of our company's sales for the solution category in question are to the Canadian market? Or do you mean what
proportion of the total Canadian market for sales of the solution category are specifically from our company?
Answer 2:
See answer 1.
Question 3:
Re Table 2A: Financial Viability and Marketplace Success, questions 14 and 15: Can you confirm that the questions pertaining to market share specifically relate to the AVL market (AVL in turn defined as Automatic Vehicle Location, i.e. system that uses GPS or other technologies to automatically track the real-time location of vehicles)? Answer 3:
See answer 1.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 10/18/2024, is required at the time of proposal submittal.
10/22/2024
Addendum No. 12
Solicitation Number: RFP 102924
Solicitation Name: Fleet Management Technologies with Related Software Solutions
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
If awarded a contract, when will this contract term begin? Will it supersede any current contracts?
Answer 1:
Each RFP is an opportunity independent of any other prior, current or future RFPs.
Please refer to the Master Agreement, Article 1; General Terms; 5) Term.
Question 2:
Can you please confirm whether or not the sale of Open Market items are to be included in the calculation of the Administrative Fee.
Answer 2:
Refer to RFP Section III. B. – Administrative Fees, for directions on proposing an administrative fee. It is left to the discretion of each proposer to determine and propose an administrative fee that is consistent with its business and its industry.
Question 3:
Each market is different, and for this reason a one-size-fits-all pricing is challenging. Would a tiered pricing approach be acceptable?
Answer 3:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. It is left to the discretion of each proposer to determine and propose the pricing approach that aligns with their business methods and satisfies all the requirements of RFP Article III - Pricing. Proposals are evaluated based on the criteria stated in the RFP.
Question 4:
Re Table 6, Item 65 Can Sourcewell clarify further what is meant by sourced open market or non-contracted items? Would these be items that aren't included in this contract but that may be available through the vendor as additional or supplemental pieces (e.g. products the vendor offers but that won't be covered under this contract?).
Answer 4:
Generally, a sourced or open market item is a product or service that a participating entity is seeking to purchase under the contract, but that is not among the awarded vendor’s offerings. It is typically deemed incidental to the balance of the transaction.
Sourcewell has not set a specific dollar limit for non-contract, sourced, or open market items. However, to be considered for a contract award a proposer’s primary offering of equipment, products, or services must be within scope of RFP Section II. B. – Requested Equipment, Products, or Services. Each proposer, in its discretion, will determine and propose the method and approach for sourced products or related services that align with its business methods.
End of Addendum
Acknowledgement of this Addendum to RFP 102924 posted to the Sourcewell Procurement Portal on 10/22/2024, is required at the time of proposal submittal.