REQUEST FOR PROPOSAL (RFP) | 19-072-C y Formularios/5. Manejo de... · request for proposal (rfp) | 19-072-c . to establish contract(s) for the rovision of p vehicle fleet management

REQUEST FOR PROPOSAL (RFP) | 19-072-C TO ESTABLISH CONTRACT(S) FOR THE PROVISION OF VEHICLE FLEET MANAGEMENT SERVICES FOR ALL THE INSTRUMENTALITIES OF THE GOVERNMENT OF PUERTO RICO Date Initial RFP Issued: June 19, 2019

Proposals Due Date: July 16, 2019 at 10:00 am AST

Issued By: Administración de Servicios Generales (ASG)

Request for Proposal for Vehicle Fleet Management Services RFP 19-072-C

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Table of Contents 1.0 Introduction ............................................................................................................................ 1

1.1 Definitions/Acronyms................................................................................................... 1 1.2 Background ................................................................................................................... 2 1.3 The Puerto Rico General Services Administration ....................................................... 2 1.4 Contract Term ............................................................................................................... 3 1.5 RFP Timeline ................................................................................................................ 3 1.6 Requests for Clarification (RFCs) ................................................................................ 3

1.6.1 Requests for Clarification ................................................................................. 3 1.6.2 Pre-Bid Conference ........................................................................................... 4

1.7 Proposal Submission ..................................................................................................... 4 1.8 Registered Proposers .................................................................................................... 5 1.9 Proposer Signatures ...................................................................................................... 5

2.0 Scope ...................................................................................................................................... 6 2.1 Pricing (No page limit. Submit Pricing Worksheet) ..................................................... 6 2.2 Technical Approach (Maximum of sixteen (16) pages) ............................................... 7 2.3 Past Performance (Maximum of six (6) pages) .......................................................... 11 2.4 Additional Information (Maximum of six (6) pages) ................................................. 12

3.0 RFP Response Proposal Format Requirements ................................................................... 13 3.1 Documents I & II: RFP Response Document (Original & Redacted) ........................ 13

3.1.1 Cover Letter (One (1) page) ............................................................................ 13 3.1.2 Technical Approach (Maximum of sixteen (16) pages) ................................. 13 3.1.3 Past Performance (Maximum of six (6) pages) .............................................. 13 3.1.4 Additional Information (Maximum of six (6) pages) ..................................... 13

3.2 Document III: Pricing Worksheet ............................................................................... 14 3.2.1 Pricing (No page limit. Submit Pricing Worksheet) ....................................... 14

4.0 Evaluation, Selection, and Award........................................................................................ 14 4.1 Round 1: Initial Evaluation ......................................................................................... 14

4.1.1 Pricing Proposal Evaluation ............................................................................ 14 4.1.2 Technical Approach Evaluation ...................................................................... 14 4.1.3 Technical Approach Evaluation Scorecard ..................................................... 15

4.2 Round 2: Best and Final Offer Evaluation ................................................................. 15 4.3 Selection ..................................................................................................................... 15 4.4 Award ......................................................................................................................... 15

5.0 Other Terms & Conditions .................................................................................................. 16 5.1 Review Board Period .................................................................................................. 16 5.2 Rejection of Proposals; Cancellation of RFP ............................................................. 16 5.3 Waiver of Informalities............................................................................................... 16 5.4 Errors and Omissions in Proposal............................................................................... 16 5.5 Cost of Preparing Proposal ......................................................................................... 17 5.6 Prohibited Communications ....................................................................................... 17 5.7 Public Announcements ............................................................................................... 17 5.8 Deposit and Guarantees .............................................................................................. 17

6.0 Proposer’s Certifications...................................................................................................... 17 7.0 Confidentiality of Responses & Proprietary Information .................................................... 18

7.1 Redacted Copy ............................................................................................................ 18


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7.2 Ownership of Submitted Proposal .............................................................................. 18 8.0 General Terms and Conditions ............................................................................................ 18

8.1 Quoted Prices .............................................................................................................. 18 8.2 Invoicing ..................................................................................................................... 18 8.3 Payments ..................................................................................................................... 19 8.4 Breach ......................................................................................................................... 19 8.5 Code of Ethics............................................................................................................. 19 8.6 Anti-Discrimination Clause ........................................................................................ 19

9.0 Local Preference .................................................................................................................. 19 10.0 FOMB Contract Review ...................................................................................................... 19

List of Tables Table 1.5-1. RFP General Timeline. ............................................................................................... 3 Table 1.7-1. Submission Format. .................................................................................................... 4 Table 2.2-1. Technical Approach Requirements ............................................................................ 7 Table 2.33-1. Past Performance. ................................................................................................... 12 Table 2.4-1. Additional Information. ............................................................................................ 12 Table 4.1.2-1. Evaluation Guide. .................................................................................................. 14 Table 4.1.3-1. Evaluation Scale. ................................................................................................... 15


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1.0 Introduction 1.1 Definitions/Acronyms “ASG” means the Administración de Servicios Generales de Puerto Rico (or the Puerto Rico General Services Administration).

“Bid Board” shall mean the Junta de Subastas de la Administración de Servicios Generales de Puerto Rico (or Bid Board of the General Services Administration of Puerto Rico).

“Best Value Trade Off Selection” or “Best Value” refers to the expected outcome of a bid that, in the Government’s estimation, provides the greatest overall benefit to the Government in response to the requirements.

“Discounts” are reductions in price of products and services offered by vendors. They may also be reductions in the total price of an invoice. The benefit of these discounts are realized as invoices are paid.

“Electronic Signature” refers to a digital image of a hand-written signature that serves as an official signature on binding legal documents.

“Financial Oversight Management Board” or “FOMB” refers to the Board created under the Puerto Rico Oversight, Management, and Economic Stability Act of 2016 (“PROMESA”).

“Fleet Management” refers to the oversight of the lifecycle of fleet vehicles beginning with vehicle registration and ending with the disposal of the vehicle.

“Government” means the Government of Puerto Rico, also referred to as “GPR.” It is inclusive of all government branches, agencies, public corporations, and municipalities.

“Government Entity” refers to any department, agency, board, commission, body, bureau, office, public corporation or instrumentality of the Executive Branch, whether existing or to be created in the future.

“Instrumentality” means any entity, agency, or public corporation of the Government of Puerto Rico.

“Labeling and Marking” refers to decals and/or paint placed on a vehicle to represent required vehicle identification and branding as directed by ASG.

“Lifecycle Analysis” is a process to review the current usage of a vehicle and predict when it may need to be replaced.

“Maintenance Management” refers to the oversight of vehicle maintenance through a centralized database and monitoring system.

“Pricing Worksheet” or “Worksheet” is the excel file used to provide price proposals for this RFP.

“Price Reasonableness” or “Fair and Reasonable Price” refers to an assessment by the Government of any price proposed by a respondent. The prices will be assessed for fairness and


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reasonableness by applying one or more statistical price analysis techniques that identify outlier prices.

“Proposer” or “Respondent” means a(n) (i) natural person, (ii) legal person, (iii) joint venture, or (iv) partnership, or (v) consortium of individuals, and/or partnerships, and/or companies or other entities that submit a response to this RFP that is not currently debarred in any Federal, State and/or Local jurisdictions.

“Qualified Proposer” means a Proposer that is registered in the Registro Único de Licitadores (RUL) at the time of proposal submission..

“Rebates” are payments negotiated by vendors to be paid to customers as incentives for customers to utilize more of their products or services. Rebates are commonly calculated based on volume or total spend the customer has with the vendor. Rebates are commonly paid on a periodic basis (e.g. per invoice, quarterly, etc.)

“RFP” means this Request for Proposal and addenda issued by ASG.

“Supplier” or “Awarded Proposer” or “Selected Proposer” means a Proposer or Respondent awarded a contract resulting from this RFP.

“Vendor” refers to any (i) natural person, (ii) legal person, (iii) joint venture, or (iv) partnership, or (v) consortium of individuals, and/or partnerships, and/or companies or other entities that provides the goods or services solicited in this RFP.

1.2 Background The Government of Puerto Rico (“Government”, “GPR”) is responsible for administering public resources and for providing all necessary public services to the Puerto Rican general public, approximately 3.3 million people. The Executive Branch is the largest employer in Puerto Rico with more than 150,000 workers.

The Government’s current Fiscal Plan calls for “Financial Control Reforms” to improve budget to cash and overall financial reporting and controls. Procurement reform has been identified as one of the key enablers of this financial reform. To pursue these procurement reforms, the Government is implementing modern practices to improve the efficiency and effectiveness of procurement operations. The Government is currently going through a procurement reform which includes strategic sourcing of categories of goods and services identified as essential to achieve government-wide savings and significantly reduce the cost of purchased goods and services.

The Government is issuing this Request for Proposals ("RFP") to invite interested vendors to submit proposals to provide fleet services for all Government instrumentalities. The current estimated government-wide fleet size is 10,000. These vehicles are located throughout Puerto Rico and are utilized by approximately 131 agencies, municipalities, and public corporations.

1.3 The Puerto Rico General Services Administration In 2011, the Reorganization Plan Number 3 (Reorganization Plan) was enacted in order to restructure the Government of Puerto Rico’s procurement process and to establish the Administración de Servicios Generales (or General Services Administration) as the governmental entity in charge of implementing Puerto Rico Government procurement policy. ASG covers the


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purchase and acquisition process of non-professional goods and services for the Government of Puerto Rico.

Under the Reorganization Plan, ASG has the authority to act as the procuring and negotiating entity for all Government entities. This includes the authority to procure the purchase and acquisition of goods and services on behalf of all Government entities.

1.4 Contract Term The contract resulting from this RFP will be awarded to one or multiple Proposer(s). The term of the contract(s) expected to be awarded at the end of this RFP process will commence upon ASG’s execution of the contract(s) and will be in effect for one year after execution, with two one-year options, exercisable at the Government’s discretion. ASG reserves the right to cancel the contract(s) before expiration in the event of contract breach from the Selected Proposer, cancel contract work upon finalization of duties under the scope of work, or not extend the contract term, and re-bid the scope of work after term expiration.

The main purpose of the RFP and resulting contract(s) is to achieve government-wide savings on vehicle fleet management services.

1.5 RFP Timeline The timeline for this RFP is presented below in Table 1.5-1. All items must be received by the stated deadline.

Table 1.5-1. RFP General Timeline. Target Date Event

06/19/2019 Release of RFP

06/27/2019 Last Day to Submit Questions (RFCs) – 1:00 pm (Atlantic): [email protected]

07/02/2019 Issuance of Answers to Questions by ASG – 10:00 am (Atlantic)

07/09/2019 Pre-Bid Conference – 10:00 am-12:00 pm (Atlantic) 07/16/2019 Proposal Submission Deadline – 10:00 am (Atlantic): [email protected] TBD* Submission of Best And Final Offer: [email protected]

After 08/07/2019 Award Announcement *A Best and Final Offer may be requested at the discretion of the Bid Board (see section 4.2). Date and time will be published on the ASG website if the Bid Board requests a best and final offer

Please also note that the RFP timeline includes target dates that are subject to change. It is the responsibility of Proposers to periodically review their emails and the ASG website (www.asg.pr.gov/ReformaCompras/Pages/default.aspx) for all information and updates related to this RFP.

1.6 Requests for Clarification (RFCs) 1.6.1 Requests for Clarification Request for Clarifications and Questions relating to this RFP must be submitted via email to [email protected] and must be received no later than 1:00 pm on June 27, 2019. Submitted questions should make reference to the RFP number and provide the point of contact for the prospective Proposer.

mailto:[email protected]

http://www.asg.pr.gov/ReformaCompras/Pages/default.aspx

mailto:


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ASG will compile all questions and issue answers to all questions to prospective Proposers by July 02, 2019 on its website (www.asg.pr.gov/ReformaCompras/Pages/default.aspx). Proposers are expected to download from the ASG website the document containing all the answers to the Request for Clarification.

From the time the RFP is issued until the time an award is made, vendors may not in any way contact ASG directly. Questions regarding the RFP may only be asked through e-mail. Questions asked through e-mail will only be answered if they are sent to the e-mail address provided for asking questions and if they are sent during the time allowed for asking clarifying questions.

Vendors must not contact ASG in any other way. This includes in-person visits, phone calls, text messages, e-mails or any other form of communication.

1.6.2 Pre-Bid Conference ASG will further clarify the answers posted on the ASG website during a pre-bid conference to be held on July 09, 2019 from 10:00 am to 12:00 pm AST at the ASG office (211 Avenida Quisqueya, San Juan, 00917, Puerto Rico). Dial-in information for the conference call will be provided on the ASG website with the published answers as detailed in section 1.6.1.

The primary purpose of the pre-bid conference is to provide instructions for completing the technical sections of the RFP and the pricing worksheet, as well as to provide further clarification to existing questions submitted via email.

1.7 Proposal Submission Proposals are to be submitted via email to [email protected] and must be received by July 16, 2019 no later than 10:00 am Atlantic Standard Time. Responses to the RFP received after the prescribed deadline may not be accepted.

Proposals will not be evaluated until after 10:00 am, July 16 (proposal due date). The Proposer shall submit the response via email to the Secretary of the Bid Board. The email subject line must contain the following:

Attention: Secretary of the Bid Board: Response to RFP 19-072-C from <Proposer Name>

The submission via email should contain three (3) attachments with the contents as listed below in Table 1.7-1:

Table 1.7-1. Submission Format. Document Number

Document Format

Document Type

Document Naming Convention

Document Contents

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PDF

Original Copy <Proposer Name>_RFP Response Original_<MMDDYYYY>.pdf

1. Cover Letter

2. Answers to questions in Technical Approach

3. Answers to questions on Past Performance

4. Answers to questions on Additional Information

II

<Proposer Name>_RFP

Response

1. Cover Letter

2. Answers to questions in Technical Approach



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Document Number

Document Format

Document Type

Document Naming Convention

Document Contents

PDF Redacted Copy

Redacted_<MMDDYYYY>.pdf

3. Answers to questions on Past Performance

4. Answers to questions on Additional Information

III

XLS

Original Copy (filled out as per template

provided)

<Proposer Name>_Pricing Worksheet_<MMDDYYYY>.xls

1. Pricing Worksheet

Document Number II refers to the requirement for proposers to submit a redacted electronic copy of their proposal as outlined in Section 7.0 (Confidentiality of Responses & Proprietary Information). If no identifiable redacted copy of the proposal is included with the submission, ASG will consider the submitted copy as both the redacted and un-redacted copy of the proposal.

If the proposal is submitted multiple times, ASG will only accept the latest version submitted before the deadline.

Once proposals have been evaluated, the Bid Board may elect to request a Best and Final Offer from Qualified Proposers (Section 4.2).

1.8 Registered Proposers Any Proposer interested in contracting with the Government must be registered in the “Registro Único de Licitadores” (RUL) in accordance with the specifications provided in the RUL registration requirements. Proposers can access the RUL through the following link: https://rul.asg.pr.gov/

Registration in the Registro Único de Licitadores is a mandatory requirement for any natural or legal person interested in participating in the procurement process of goods and services with the Government of Puerto Rico. At the time of any proposal response submission, all bidders must have the Certificación de Elegibilidad as disposed in Article 4.2 (e) of the Reglamento del Registro Único de Licitadores del Gobierno de Puerto Rico (Regulation 8182).

Registration in the RUL must be active and all documents required for active registration must be up to date.

Submissions from Proposers that do not meet the above qualifications at the time of proposal submission will not be considered for this procurement process.

1.9 Proposer Signatures All submitted proposals should provide a clear point of contact that includes:

• Name of point of contact

• Address

• Email address of point of contact

Proposals that do not identify a point of contact and contact information will be rejected.


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This information shall be provided in the Cover Letter of the proposals (Section 3.1.1), which must be signed with indelible ink or blue pen by an authorized agent of the Proposer. The authorized agent should be the same point of contact registered in the “Registro Único de Licitadores” (RUL). Electronic signatures that comply with this requirement are accepted.

2.0 Scope This RFP seeks to receive responses for Proposers who want to be considered for administering fleet services for all the instrumentalities of the Government of Puerto Rico under a contract with ASG resulting from this RFP. The Government reserves the right to award some or all of the services outlined in the Technical Approach (Section 2.2). The Government has requirements in the following four (4) areas:

• Pricing • Technical Approach • Past Performance (This section is required but will not be scored) • Additional Information (This section is required but will not be scored)

The proposals shall be clear, concise, and include sufficient detail for an effective evaluation, and for substantiating the validity of stated claims. Proposals shall not simply rephrase or restate the Government’s requirements, but rather shall provide a convincing rationale to address how the Proposer intends to meet the requirements. Proposers shall assume that the Government has no prior knowledge of their experience or best practices, and that qualifications and past performance reviews will be based only on the information presented in the Proposer’s proposal.

2.1 Pricing (No page limit. Submit Pricing Worksheet) The Pricing Worksheet must be submitted as a separate file in electronic form via email. The Pricing Worksheet has instructions on how to provide pricing information.

The Pricing Worksheet contains the service descriptions (and other relevant information) needed to provide price proposals. The Worksheet asks Proposers to provide unit price proposals for items that meet the service descriptions. If the Proposer leaves any price proposal for a service item blank, ASG will assume that such information is not available.

The “Incentives” Tab contains discount structures that can be offered by Proposers.

Proposers shall provide pricing for the services listed in the Pricing Worksheet. Pricing is divided into the following components:

• Fleet Management Services o Fleet Administration o Maintenance Management o Collision Management o Car Wash o Towing Services o Safety Training

• Vehicle Disposal/Remarketing • Incentives

o Payment Terms


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o Sign On Bonus o Multi-Year Incentive o Annual Spend Rebate o Rebates

2.2 Technical Approach (Maximum of sixteen (16) pages) The Technical Approach must detail the Proposer’s approach for meeting each of the technical requirements and must reflect a practical and feasible method to accomplish them.

The technical requirements are as follows:

Table 2.2-1. Technical Approach Requirements Performance

Area Requirement

ID Requirement

Account Management

1.1 Please describe your organization's ability to provide customer service to drivers and ASG management during the hours of 8:00 AM to 6:00 PM Atlantic Standard Time.

1.2 Please describe your organization's ability to provide 24/7 emergency customer service to drivers for roadside assistance, etc.

1.3

Please describe your ongoing account management approach including the following requirements:

a. A dedicated point of contact. b. One senior account review meeting every 3 months (or ad-hoc as

necessary) to include one annual meeting for strategic objectives setting and account planning for the coming year.

c. Monthly reporting as required by ASG. d. A dedicated account team (please provide details of its structure).

1.4

Please detail how your organization’s account management team will fulfill the following requirements:

a. Cost reduction initiatives – to provide more insight into ASG’s current fleet spend – to quickly identify areas for improvement.

b. Benchmarking – to provide regular reports on how GPR’s fleet compares to similar fleets your organization manages.

c. Performance Measurement – reports to provide metrics, including: Key Performance Indicators (KPIs), service level agreements (SLAs) and any other agreed-upon metrics.

d. Ongoing management of a benefits tracking log. e. Administrative support for third party service providers, as needed.

Contract Implementation 2.1

ASG requires a robust plan for the implementation of all negotiated services. Please outline your organization’s implementation methodology and be sure to address the following:

a. Outline the methods you will use to ensure maximum penetration and smooth transition from any current suppliers and/or processes.

b. Explain clearly what your expectations are of the support that ASG will need to provide during the implementation process.

c. Explain your approach for preventing service loss during change of contract, with an emphasis on ease of transition for all drivers.

d. Outline your proposal to minimize cost of change to ASG. e. Detail the resources which will be assigned to this transition, and

outline their skillset and experience with implementing the roll-out of a fleet of similar size to GPR.


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Performance Area

Requirement ID Requirement

f. Based on the size and scale of this opportunity, please confirm your estimated timeline to implement your solution.

Fleet Administration

3.1

ASG requires Fleet Administration Services. Please describe your approach, including the following requirements:

a. Please outline your organization’s approach to managing fleet assets owned by GPR.

b. Please describe the driver feedback program offered by your organization.

c. Please describe your organization’s Lifecycle Analysis program. d. Please describe your organization’s Total Cost of Ownership (TCO)

methodology. e. Please describe your organization’s Fleet Consulting Services for ad-

hoc requests, e.g. Right Sizing the Fleet.

3.2

Please detail what systems, resources and expertise you will provide to manage the administration of the overall Fleet Management Program. Please ensure you address the following requirements:

a. Describe your online data solution from both a driver and Fleet Administration perspective.

b. Explain system role structure and how you will ensure proper access for ASG fleet administrators and drivers.

c. Describe how your system continually verifies data accuracy. d. Describe how your solution allows a unique ID number for each Driver

end to end. e. Detail your solution’s ability to maintain all data in a single data

repository. f. Detail your data backup policy and procedure. g. Describe how your system manages situations in which multiple

drivers are assigned to one vehicle, as well as situations in which multiple vehicles are assigned to one driver. Detail your system’s ability to link these two databases while avoiding confusion.

h. Explain how your solution will integrate data feeds to and from various sources including, but not limited to Oracle, MS Dynamics, and SQL databases.

i. Describe how mileage is entered into the system either manually or through automated data feeds.

j. Explain your process for complying with Puerto Rico privacy laws. k. How does your solution manage a collision classification process? l. Describe your solution’s ability to capture collision statistics from

reports, electronic feeds or both. m. Explain your capabilities and services for providing motor vehicle

record checks. n. What is required in terms of driver data fields to obtain and update

driver information? o. What is required from ASG to obtain and update driver information? p. Explain how the solution will accept data (periodic automatic feed or

manual reporting) from various sources including, but not limited to, ASG, leasing companies, telematics companies, driver safety companies, and collision management companies.

q. Does your solution provide a recommended coding structure to allow for GPR’s reporting and approval structure (often referred to as hierarchical structure)? Explain how the structure can be modified based upon future requirements.

r. Explain how your solution ensures collision coding uniformity.


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Performance Area


s. Detail your ability to assure that all data received is accurately entered into the system within 5 business days of receipt.

t. Is your solution able to retain scanned or a PDF version of hardcopy documentation?

3.3

Please indicate how you will help GPR develop and implement a vehicle lifecycle management policy. Please give examples of your process. Please detail how you can proactively manage the existing fleet to avoid excessive repairs when new vehicles are on order/pending.

Vehicle Engineering 4.1

ASG has a number of vehicles with the need for additional equipment to be upfitted. Please detail how you can support the following requirements:

a. The vehicle specification process (i.e., identifying needs and recommending appropriate makes/models).

b. Upfitting design (i.e., identifying equipment needs and recommending appropriate sources).

c. Upfitter management, including component analysis, recommended installation programs, and cost saving initiatives.

d. Labeling and Markings required for vehicles, including identification of requirements and prior authorization from ASG to ensure compliance with the regulatory provisions, and documentation of services provided.

e. Obtaining approval from ASG for any equipment, labeling and markings deemed necessary for any and all vehicles.

f. Post-delivery warranty repairs. g. Ad-hoc requests (e.g. new decals, additional equipment ordering). h. Dedicated (ideally exclusive) resource support. i. Please list any preferred partners you use to supply upfitting equipment

and/or upfitting services.

Maintenance Management 5.1

Please describe your organization’s ability to provide planned and unplanned maintenance repairs to vehicles. Please detail how you will support the following requirements :

a. Your organization’s ability to offer an island-wide network of maintenance shops.

b. Your organization’s ability to work with maintenance shops currently under contract with ASG.

c. Your organization’s ability to manage preventative maintenance in accordance with manufacturer’s recommended schedule.

a. This includes but is not limited to oil change, oil filters, air filters, gasoline filters, brakes, shocks, spark plugs, wipers, coolant, brake fluid, transmission fluid, timing belt or chain, etc.

d. Your organization’s ability to manage unscheduled maintenance – i.e. vehicle component failure.

e. Any tire and windshield replacement services that your organization offers.

f. Your organization’s emergency roadside assistance service and capability to manage manufacturer assistance.

g. All maintenance shops used by your organization are subject to approval by ASG. Please describe your organization’s ability to ensure all maintenance shops comply with the following requirements:

a. Must have a Certificate of Debt from the Corporación del Fondo del Seguro del Estado of Puerto Rico.

b. Must have a Public Responsibility Policy with a limit of one million dollars ($1,000,000.00) and endorsement in favor of ASG.


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Performance Area


c. Must have a Garage Keeper Policy with a limit of one million dollars ($1,000,000.00) and endorsement in favor of ASG.

d. A Certification of the College of Automotive Mechanics of Puerto Rico for the mechanics.

e. A Certification of the College of Technicians and Mechanics of Puerto Rico for the shop.

f. A Policy Certification from the Corporación del Fondo del Seguro del Estado of Puerto Rico.

g. Ability to adhere to any and all ASG regulations, subject to change, as directed by ASG.

h. Your organization’s ability to fully manage any maintenance shop contracts.

i. Your organization’s ability to continually assure maintenance shops’ compliance with all ASG Requirements and regulations.

j. Your organization’s ability to maintain a file, and prepare reports of all maintenance services provided to ASG’s vehicles, by Agency.

k. The criteria your organization uses to qualify shops as part of your network.

l. Your organization’s policy for managing vehicle recalls. m. Your processes for ongoing transaction screening to ensure only

appropriate work is approved and documenting the savings associated with this screening activity.

n. Your management of authority limits (i.e. a dollar approval limit based on management structure) including proactive advice on best practices.

o. Outline your National Accounts (e.g. Sears Auto, Firestone) program and how your clients benefit from any national account discounts.

p. Your organization’s management of Warranty Support and your processes for ensuring vehicles under warranty are handled by an authorized dealer.

Collision Management 6.1

Please detail your collision management procedures. Please indicate how your organization can fulfill the following requirements:

a. In the case where there is a degree of complexity within the vehicle upfitting specification (i.e. equipment not provided by the vehicle manufacturer), please detail how you would handle repair process for these complex vehicles.

b. Some vehicles may have multiple repairs to the same body part (e.g. rear bumper). Detail how you can manage GPR’s repairs to a standard that reduces cost by not bringing the vehicle back to 100% (factory standard) or using non-OEM parts without compromising the safety or image of the vehicle.

c. Repair or replacement of Labeling and Markings required for vehicles, including identification of requirements and compliance with the regulatory provisions provided by ASG, and documentation of services provided.

d. Processes for tracking vehicles throughout the repair process. e. Process for documenting the repair process and authorizations from

First Notice of Loss (FNOL) to final repair. f. Process for monitoring the vehicle repair (time, labor rates, parts used,

quality of repair and driver satisfaction), including autobody and paint services.

g. Processes for tracking year-over-year collision insights and statistics.


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Performance Area


Vehicle Disposal/ Remarketing 7.1

Please detail how your organization will fulfill the following vehicle remarketing requirements:

a. Channels available to sell existing vehicles, including, but not limited to, auctions, direct sale, sale for scrap.

b. Vehicle remarketing procedures. Be sure to detail your process for de-branding vehicles.

c. Disposal/salvage/scrap procedure for damaged vehicles (i.e. total losses).

d. Towing of vehicles to disposal locations. e. Support for initiatives to prevent losses in sale proceeds due to vehicle

damage. f. How your remarketing process ensures the optimum sale proceeds on

all vehicles. g. Rapid turnaround (date vehicle picked up to date proceeds sent to

ASG). h. Administration of a secure facility (parking lot) to store vehicles prior

to remarketing.

Safety Training 8.1

Please describe any safety training that your organization offers to drivers. a. Describe types of training provided (e.g. in-person/behind-the-wheel,

web-based, etc.). b. Describe your organization’s approach for identifying and tracking

driver risk.

Other Services 9.1

Please detail how your organization will provide access to the following services: a. Car Wash:

a. Describe types of service provided (e.g. self-service, hand wash, automated in-bay car wash, etc.).

b. Describe types of vehicle served (e.g. bus, SUV, sedan, etc.). c. Describe how your organization ensures quality of services

provided by a third party. b. Towing Services:

a. Describe how your organization manages towing services to a maintenance shop (e.g. on-demand or as a result of a roadside call).

b. Describe how your organization manages vehicle relocation services.

2.3 Past Performance (Maximum of six (6) pages) Proposers must provide contact information (name, title, company, address, phone number, and email address) for at least three references (public sector clients preferred) where the Proposer has executed work that is similar to the work requested in this RFP. References shall be dated within the past three (3) years of the RFP closing date. Proposers must provide answers to the questions


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listed in Table 2.3-1 for each of the three references (two pages for each reference). Please reference the Performance Area when providing the responses. Table 2.33-1. Past Performance.

Performance Area Question

Account Management How did your company establish an account management structure in your past engagement?

Contract Implementation How did your company plan and execute a contract implementation plan with the reference client?

Fleet Administration

Please describe how the reference client uses your fleet administration program with a focus on data management and vehicle lifecycle management.

Vehicle Engineering

How did you manage the requirements gathering and execution of upfitting needs for the reference client?

Maintenance Management

Please describe how you addressed any specific requests by the reference client – e.g. inclusion of specific shops within your network?

Collision Management Please describe how your collision management program was implemented by your reference client?

Vehicle Disposal/ Remarketing

Please detail how your company provided vehicle disposal and remarketing services to your reference client.

Safety Training Please detail how your company provided safety training services to your reference client.

Other Services Please detail how your company provided car wash and towing management services to your reference client.

ASG may contact these references to verify this information.

Responses to Past Performance will be taken into consideration to understand Proposer capabilities but will not be evaluated or scored.

2.4 Additional Information (Maximum of six (6) pages) In a maximum of six (6) pages, Proposers shall submit answers to the additional questions listed in Table 2.4-1.

Table 2.4-1. Additional Information. Performance Area Question ID Question

General 1.1

Suppliers may be required to participate in quarterly business reviews with the Government. Will your organization agree with this requirement?

1.2 Is your organization capable of processing purchase orders, order receipt confirmations, and invoices via EDI?

Sustainability 2.1 Please describe your organization’s commitment (if any) to promote sustainable transportation and energy efficiency.


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Performance Area Question ID Question

Technology 3.1 Please outline your organization’s approach when implementing new technology solutions for your clients? E.g. a new telematics offering or a web based system to help manage driver behavior.

Responses to Additional Information will be taken into consideration to understand Proposer capabilities, but will not be evaluated or scored.

3.0 RFP Response Proposal Format Requirements The proposal submissions must contain the sections below and respect page limits stated for each section. Pages submitted in excess of the stated page limitations will not be taken into consideration and will not be evaluated. Pages must be single-spaced on 8½ by 11inch paper, with a minimum one-inch margin all around. Pages shall be numbered consecutively and use a 12-point font of Times New Roman.

Respondent’s proposal shall be formatted as follows:

3.1 Documents I & II: RFP Response Document (Original & Redacted) 3.1.1 Cover Letter (One (1) page) Proposers must complete and submit the one (1) page Cover Letter as part of Documents I and II. The Cover Letter contains instructions on how to provide Proposer information.

3.1.2 Technical Approach (Maximum of sixteen (16) pages) In a maximum of sixteen (16) pages, the Proposers should provide answers to the questions listed for each of the Performance Areas of the Technical Approach: Account Management, Contract Implementation, Fleet Administration, Vehicle Engineering, Maintenance Management, Collision Management, Vehicle Disposal/Remarketing, Safety Training, and Other Services.

The response format should refer to the performance area and the Requirement ID.

Example:

Performance Area Requirement ID Answer

Communication 4.1 This is where you submit your answer

3.1.3 Past Performance (Maximum of six (6) pages) In a maximum of six (6) pages, Proposer should provide responses to the information requested in Section 2.3. Responses to Past Performance will be taken into consideration to understand Proposer capabilities but will not be evaluated or scored.

3.1.4 Additional Information (Maximum of six (6) pages) In a maximum of six (6) pages, Proposers shall submit answers to the ‘Additional Information’ questions in section 2.4.


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Responses to Additional Information will be taken into consideration to understand Proposer capabilities but will not be evaluated or scored.

3.2 Document III: Pricing Worksheet 3.2.1 Pricing (No page limit. Submit Pricing Worksheet) Proposers shall provide pricing for the items listed in the Pricing Worksheet. This must be submitted as a separate file in electronic form via email.

Proposers should use the format provided and follow the Worksheet Instructions to populate the Worksheet. If any Proposer makes substantial omissions or format changes to the Worksheet, ASG reserves the right to deduct points from the Proposer’s score or reject the entire proposal.

4.0 Evaluation, Selection, and Award 4.1 Round 1: Initial Evaluation The Government expects to award one or multiple contracts for the requirements outlined in this RFP to the Qualified Proposer(s) that present(s) the Best Value to the Government. The Bid Board will evaluate the Pricing Proposals and Technical Approaches and decide on an award scenario.

At any point during the evaluation period, ASG reserves the right to contact Proposers for clarifications about their Proposals. The purpose of these clarifications is not to obtain additional information not originally submitted in the proposal, but rather to obtain a better understanding of the content provided.

4.1.1 Pricing Proposal Evaluation Prices will be evaluated for reasonableness and fairness. However, it is possible that an award may not go to the Qualified Proposer with the lowest price if, in the judgment of the Government, a higher-priced Proposer offers the best overall value to the Government when also considering the technical requirements.

4.1.2 Technical Approach Evaluation The Technical Approach will be evaluated to determine the extent to which it demonstrates the Proposer’s ability to fulfill the technical requirements. Each of the requirements listed in the Technical Approach will be evaluated based on the evaluation guide detailed below in Table 4.1.2-1. A Proposer that achieves the maximum rating for all requirements across the nine (9) Performance Areas will obtain a score of one hundred and twenty (120) points for the Technical Approach.

Table 4.1.2-1. Evaluation Guide.

Performance Area Requirement ID Maximum Points

Account Management

1.1 5 1.2 5 1.3 5 1.4 5

Contract Implementation 2.1 10

Fleet Administration 3.1 10 3.2 10


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3.3 10 Vehicle Engineering 4.1 10 Maintenance Management 5.1 20 Collision Management 6.1 5 Vehicle Disposal/ Remarketing 7.1 10 Safety Training 8.1 5 Other Services 9.1 10

4.1.3 Technical Approach Evaluation Scorecard The score obtained for a particular requirement is dictated by the ability of the Proposer to satisfactorily meet the stated needs. Responses to requirements will be scored based on the Evaluation Scale detailed below in Table 4.1.3-1

Table 4.1.3-1. Evaluation Scale. Outstanding (100% of Maximum Score for a Requirement)

Response indicates an exceptional approach and understanding of the requirements and contains multiple strengths.

Good (75% of Maximum Score for a Requirement)

Response indicates a thorough approach and understanding of the requirements and contains at least one strength.

Acceptable (50% of Maximum Score for a Requirement)

Response indicates an adequate approach and understanding of the requirements.

Unacceptable (0% of Maximum Score for a Requirement)

Response does not meet requirements of the RFP, and thus, contains one or more deficiencies.

4.2 Round 2: Best and Final Offer Evaluation Upon analysis of all first round submissions, the Bid Board may request a Best and Final Offer from all Qualified Proposers to allow them the opportunity to submit their last and most attractive pricing. The timeline for Best and Final Offer submission will be posted on ASG’s webpage and communicated directly to all Qualified Proposers.

4.3 Selection The pricing received in the Best and Final Offer will be re-evaluated to find an optimal scenario that meets the objectives of the RFP. The Bid Board will examine all proposals submitted before making an award.

4.4 Award Upon adjudication of the award(s) by the Bid Board, the Secretary of the Bid Board will notify all Proposers. The notification of the award of the auction will not constitute the formal agreement between the parties. It will be necessary to execute the corresponding contract.

a. Commitment by Award: No Proposer is authorized to deliver merchandise or offer services without a contract being awarded, therefore, no Government Agency or Instrumentality will


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guarantee payment without a contract. After the contract is executed, the Government can place purchase orders for merchandise or services.

Upon award issuance, the selected Proposer(s) must procure the guarantees required under the General Terms and Conditions of the Contract, meet all the requirements set forth in those General Terms and Conditions, and provide proof of such guarantees to ASG to establish the contract. If a selected Proposer refuses to enter into such contract or does not sign said contract within the time specified in the Notice of Award or specified by the Procurement Contracts Unit of ASG, and has not submitted reasonable prior justification, the Proposer shall not be considered to have entered into a contract with ASG. In such a situation, ASG’s Administrator may apply the provisions of Article 76 of Regulation 5 (3380) "Auction Rules".

5.0 Other Terms & Conditions 5.1 Review Board Period Any party adversely affected by a final decision or adjudication of the Bid Board may file a Motion to Reconsider with the Bid Board or a Request for Review with the Puerto Rico Procurement Review Board within twenty (20) calendar days after the date on which notice of the adjudication is mailed as stated in section 3.19 of Law 38 of 2017. If a Request for Review is filed, the Bid Board shall deliver a copy of the RFP’s administrative file to the Puerto Rico Procurement Review Board within 5 days after receipt of the notice of review.

On the same day that the Notice of Reconsideration is filed, the party requesting review shall notify the Bid Board and all proposers and interested parties according to the requirements approved under Chapter VIII of the Puerto Rico General Services Reorganization Plan, Num. 3, 2011.

5.2 Rejection of Proposals; Cancellation of RFP Issuance of this RFP does not constitute a commitment to award a contract. ASG reserves the right to accept or reject, in whole or part and without further explanation, any or all proposals submitted and/or cancel this RFP and reissue it or another version of it, if ASG deems that doing so is in the best interest of the Government.

Additionally, the Government reserves the right to make investigations as it deems necessary as to the qualifications or perceived conflicts of interest of any and all Proposers submitting proposals in response to this RFP. Any appearance of a conflict of interest shall constitute sufficient cause for the outright rejection of a proposal. In the event that any or all proposals are rejected, the Government reserves the right to re-solicit proposals.

5.3 Waiver of Informalities The Government reserves the right to waive any minor format non-compliance and/or informalities of the submitted proposals if doing so is in the best interest of the government.

5.4 Errors and Omissions in Proposal ASG reserves the right to reject a proposal that contains a substantial error or omission. ASG also reserves the right to request correction of any errors or omissions and/or to request any clarification or additional information from any Proposer, without opening up clarifications for all Proposers.


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5.5 Cost of Preparing Proposal All costs associated with the response to this proposal are the sole responsibility of the Proposer.

5.6 Prohibited Communications Communications with other representatives of the Government regarding any matter related to the contents of this RFP are prohibited during the submission and selection processes. Failure to comply with these communications restrictions may result in rejection of the proposal. Proposers should rely only on representations, statements, or explanations contained in this RFP, in documents that ASG provides to Proposers and in any formal written addenda as may be issued by ASG at any time during this RFP process.

5.7 Public Announcements Any information or public announcement related to this RFP will be made by ASG through its website (www.asg.pr.gov/ReformaCompras/Pages/default.aspx). Any information or other public announcements related to this RFP shall not be made by any party, including Proposers, without the prior written approval of ASG.

5.8 Deposit and Guarantees Performance Bond: This deposit, payable after award notification, will be backed by the Proposer and serves to assure the Government that the Proposer will fulfill its obligations according to the terms and conditions of the contract arising from this RFP. This guarantee must be original. For this RFP, a performance bond equaling 25% of the annual fleet management service fees determined by the contract resulting from this RFP will be required.

6.0 Proposer’s Certifications By the act of submitting a proposal, the person signing on behalf of the Proposer certifies, under the penalty of perjury, that to the best of the Proposer's and such person's knowledge and belief:

The Pricing and Technical Approach in the proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such Pricing and Technical Approach with any other Proposer or with any other competitor who is not a Proposer.

Unless otherwise required by law, the Pricing and Technical Approach that have been proposed have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to the proposal submission deadline, directly or indirectly, to any other Proposer or to any other competitor who is not a Proposer.

No attempt has been made or will be made by the Proposer to induce any other person, partnership, corporation, or Government Entity to submit or not submit a proposal for the purposes of affecting competition.

The Proposer is not in arrears to the Government upon any debt or contract, has not defaulted upon any obligation to the Government, and has not been declared "not responsible" or been disqualified to do business by the Government, any other State in the Union or the federal government, nor is there any proceeding pending relating to the responsibility or qualification of the Proposer to receive public contracts.



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The Proposer is aware of, and agrees to abide by, all the terms and conditions of this RFP.

7.0 Confidentiality of Responses & Proprietary Information Upon completion of this RFP process and after the award has been announced, ASG will make public its report regarding the selection process, which shall contain specific information included in the proposal and related to the process. ASG will not divulge information designated by the Proposer in the proposal as confidential, proprietary or privileged because it is related to trade secrets, pricing, and proprietary or privileged information. All information considered by the Proposer as confidential, proprietary and privileged needs to be designated as such in the proposal.

ASG may reject proposals containing substantial contents marked as confidential, proprietary or privileged. Provision of any information marked as confidential or proprietary shall not prevent ASG from disclosing such information if required by law. The ultimately awarded contract(s) and all prices set forth therein shall not be considered confidential or proprietary, and such information may be made publicly available.

7.1 Redacted Copy All Proposers are required to submit a redacted copy of their proposal that excludes all confidential information not to be public. ASG reserves the right to make public the redacted copies of the proposals at the conclusion of the RFP process. If a Proposer does not submit a redacted copy, ASG will assume that the original copy of the proposal can be made public.

Hence, the un-redacted copy of the proposal should identify all confidential information and the redacted copy of the proposal should exclude all confidential information not to be public as outlined in section 7.0 of this document. Any information not identified as confidential in the un-redacted proposal will be deemed as not confidential.

7.2 Ownership of Submitted Proposal All materials submitted in response to this RFP shall become the property of ASG. Selection or rejection of a proposal does not affect this provision.

8.0 General Terms and Conditions 8.1 Quoted Prices The prices offered will remain fixed during the term of the contract that is granted, unless mutually agreed to by the supplier and ASG.

8.2 Invoicing Any invoice submitted to the Government must contain the following certification:

“Under penalty of absolute nullity, I certify that no public servant of the government entity is a party or has any interest in the profits or benefits of the contract or purchase order of this invoice; if the public servant is a party or has interest in the profits or benefits of the contract, the servant has mediated a prior exemption. The only consideration for supplying the goods or services of the contract has been the payment agreed with the authorized representative of the government entity that issues the purchase order. The amount of this invoice is fair and correct. The work has been completed, the products have been delivered and the services provided, and they have not been paid for.”


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8.3 Payments The instrumentalities will process the payment in accordance with the provisions of Circular Letter 1300-02-10 of the Department of the Treasury that states: "It shall be the responsibility of the agencies to require the Supplier to deliver the invoices in no more than ten (10) days after the end of the period or date of delivery of the good or service."

8.4 Breach If a supplier fails to accept or fulfill a purchase order, a service order, a notice to proceed, or a change order that is issued, or if the supplier fails to comply with any of the specifications, terms, and conditions once a contract is signed, ASG will cancel the contract immediately, execute the performance bond and may exclude the vendor from the RUL for no less than one (1) year and no more than three (3) years, as stipulated in Regulation 8182 "Regulation of the Registro Único de Licitadores (RUL) of the Government of Puerto Rico". In addition, ASG reserve the right to apply any other sanctions as provided by existing regulations or agreed to in the contract.

The measures taken in case of non-compliance shall be imposed only by ASG after investigating facts, communicating non-compliant status to the supplier, and giving the supplier an opportunity to be heard.

8.5 Code of Ethics Every supplier and their employees must observe the highest principles of excellence, integrity, and honesty, both in relation to competitors and the Government of Puerto Rico. The Anticorruption Code is available at:

http://www2.pr.gov/ogp/Bvirtual/leyesreferencia/PDF/Corrupci%C3%B3n/2-2018.pdf

8.6 Anti-Discrimination Clause ASG does not discriminate because of race, color, gender, origin or social status, political or religious beliefs, age, national origin, for being a victim or being perceived as a victim of domestic violence or sexual harassment, veteran status, identity or sexual orientation (real or perceived), physical, mental or sensory impairment.

9.0 Local Preference In accordance with Article 34 of the Puerto Rico General Services Administration Reorganization Plan Num. 3, 2011, The Administration shall condition the approval and validation of any purchase order, public bid, acquisition of goods or nonprofessional services to compliance with the preferential acquisition policy set forth in Act 14-2004, as amended, known as the “Investment in Puerto Rican Industry Act,” Act 129-2005, as amended, known as the “Government of the Commonwealth of Puerto Rico Procurement Reserve Act,” and Act 253-2006, and compliance with those measures that ensure compliance with such policy.

10.0 FOMB Contract Review All contracts resulting from this RFP are subject to review by the FOMB in accordance with FOMB contract review policy and related amendments. Please refer to the FOMB Contract Review Policies available at https://juntasupervision.pr.gov/documents/

http://www2.pr.gov/ogp/Bvirtual/leyesreferencia/PDF/Corrupci%C3%B3n/2-2018.pdf

https://juntasupervision.pr.gov/documents/