CITY OF SURREY
PURCHASING SECTION
6645 – 148 Street, Surrey, B.C. V3S 3C7
Tel: 604-590-7274 Fax: 604-599-0956
E-Mail: purchasing@surrey.ca
ADDENDUM #1
REQUEST FOR QUOTATIONS (RFQ) No.: 1220-40-12-09
TITLE: Fleet Management System Replacement
ADDENDUM ISSUE DATE: May 4, 2009
RFQ CLOSING DATE: PREFER TO RECEIVE QUOTATIONS ON OR BEFORE Tuesday, May 12, 2009.
Information for Contractors
The following information is provided in answer to questions raised by potential Contractors prior to the deadline for questions.
This addendum #1 contains 3 pages in total plus a revised Schedule C (separate attachment – 6 pages).
Question #1: Please advise the number of vehicles / assets in the City’s fleet, as well as the number of technicians.
Answer: 400 vehicles plus 1,500 assets. 15 technicians.
Question #2: Do you currently have a fuel management system in place? If so, which one? If not, how are you currently
tracking fuel costs? and fuel transfers?
Answer: Yes, Computrol.
Question #3: Is the financial information you wish to have provided related to costs of maintaining the fleet and cost of
purchase? Is there other financial information you are looking for?
Answer: Yes. We are reviewing the level of financial integration to be implemented.
Question #4: Do the charge out rates relate specifically to parts and labour charged to internal municipal departments?
If so, does this support the ability to track loss and profit making equipment?
Answer: No. Charge-out rates are calculated separately (but estimate normal maintenance costs in the rate). We will require the
ability to track profit and losses.
Question #5: Can you please elaborate on “maintenance services” provided by the Contractor?
Answer: Maintenance services include maintenance support as required (usually provided within the annual maintenance fees).
There may be from time to time, specific maintenance assistance required.
Question #6: I want to verify that WCB, Insurance, Surrey Business License & Company name as requested in Schedule
C, Section 6 have to be submitted with the response or AFTER award of contract.
Answer: Before a contract would be signed, the expectation is that these documents would be in place.
Question #7: Is a web-based product desired that is compatible with ‘Vista’?
Answer: Not a mandatory requirement.
Question #8: Is there a central (primary) location that the vehicles / equipment are dispatched / assigned from? If
multiple locations, please provide number of locations and number of assigned vehicles per location.
Answer: Multiple locations (5 to 10). The number of vehicles per location can vary by season (10 – 1,200).
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Question #9: Term of contract appears to be immediate, however I did not see a length; is it a one year term or multiple
or fixed years with options?
Answer: Please include a suggested term in your Quotation. We would expect this to be a long term relationship.
Question #10: We provide various training options, initially how many staff will need to be trained and will it be at a
central location?
Answer: Yes, will be done at our facility. Initially, there will be 10 - 12 people. Multi-level training (end users, administrators
and system support).
Question #11: Will there be a person / department that is in charge of these vehicles, system and assignment?
Answer: Yes.
Question #12: What are the names and versions of other City applications (i.e. financial) that will be interfaced with this
system ?
Answer: Integration has not been determined at this point, but possible integration would be to the financial system and / or the
work management systems. The City uses Computron 9.0 (AxsOne) as its financial system. Both Maximo 4.1.1 and CityWorks
4.4 are used for work management systems.
Question #13: Is it the City’s intention to pass monthly internal service fund charges to the finance application as a batch
/ electronic process, or rather, as a monthly report allowing system user to create journal entries within the City’s finance
application?
Answer: If there is integration to the financials, it would be a batch or electronic process. See Question # 12 above.
Question #14: In Appendix 1, item A.13 “Provide a graphics program as part of the standard software package”. Please
define. Do you mean graphics for reports and analytics? On-line graphical parts catalogue? Or the ability to link
pictures and schematics (files) to parts, assets, and/or work orders?
Answer: Link pictures and schematics to equipment and parts.
Question #15: In Appendix 1, item B.22.C “Allow users to define the update process for calculation of next PM due using
the actual transaction date and current meter or previous date and meter”. Please advise. What does “current meter or
previous date & meter” mean?
Answer: Automatic work order creation due to a piece of equipment’s current meter reading (eg at fuel refill), or by transaction
date (3 month oil change), or both.
Question #16: In Appendix 1, item C.15 “Differentiate between a stocked or non-stocked part record and offer all part
capabilities for both”. M5 does not allow for auto reordering of non-stock parts. Do you really mean “all” part
capabilities for both?
Answer: Ability to show/track (and distinguish between) normal stocked parts (filters, etc) and unstocked (one-time purchase)
parts (windshields, transmissions, etc) in the stores application.
Question #17: In Appendix 1, item C.32 “Track all credits to vendors by PO#, invoice #, date, type and description”.
Please advise, what is a credit to vendor? Warranty parts, cores?
Answer: Returned unused parts, warranty work paid for by vendor/supplier, water pump core, etc
Question #18: In Appendix 1, item D.1 “Provide a workstation on the shop floor so technicians can sign on/off work
orders as they begin and complete each repair. The vendor should be able to work with the City to use a standard PC
with perhaps specialized input hardware to meet the shop requirements, i.e. grease, dirt, etc.” Please define what “the
vendor should be able to work with the City to use a standard PC with perhaps specialized input hardware to meet the
shop requirements, i.e. grease, dirt, etc.” means – would you like the vendor to resell kiosks?
Answer: Current PC standards are indicated in Schedule A, Technical Architecture and Software configuration. All supplied
equipment must meet or exceed all City’s current standards.
Question #19: In Appendix 1, item D.4 “Provide paper searches for specific repairs and timeframes . . .”. Please advise,
what is a “paper search”?
Answer: The ability to search and print one work order, or multiple work orders based on a criteria search. (e.g. search for all
work done on vehicle 123 and print all work orders, complete with work details and parts used.)
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Question #20: In Appendix 1, item E.23 “Automatically display a technical specific screen listing any deferred repairs
upon opening any work order”. Do you want a tech portal like FA, RTA, TMT?
Answer: Example: If vehicle 123 is brought in for a damaged headlight, the application should also show that an oil change is
scheduled, and that a rear seat replacement (parts now in stock) was deferred, and can now be done while the vehicle is already
out-of-service.
Question #21: Can you please extend the closing date & time for this RFP by two weeks until Tuesday, May 26, 2009, by
3:00 p.m.? This additional time will ensure that we not only satisfy all your stated requirements but present an
innovative option for your evaluation that will add value to your implementation.
Answer: No. Unfortunately we are on a tight timeline.
Question #22: Please provide us with the number of City employees that will be accessing this software. In order to
provide software pricing, we need to understand how many by role (i.e. manager, technical, inventory etc.)
Answer: Up to 10 concurrent.
Question #23: In the spirit of reducing the impact on the environment, can my Quotation be provided electronically via
email?
Answer: Faxed Quotations are acceptable, but unfortunately our documentation does not yet allow electronic Quotations.
Note: # 1 Revise the RFQ Objectives in Schedule A to read:
The objectives of the RFQ are to procure software for a Fleet Management system that will (complete details and
requirements are in Schedule C - Appendix 1):
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Track equipment (record year, make model, warranty)
Track mileage/usage of equipment
Schedule and provide for equipment preventative maintenance (PM) and report PM effectiveness
Provide estimated equipment replacement time lines and life cycle analysis
Track history, fuel costs, accidents, meter readings
Provide financial information including current equipment and depreciation values
Manage/ track loss and profit of equipment
Manage charge out rates (hourly, daily, and monthly/annual)
Manage/Track fuel cost transfers to/from Finance
Provides cost/work Management using a work order system
Provide equipment information to other City applications
Provide for full costing of work performed on equipment (labour, equipment, materials, services)
Provide for multi-level equipment functionality (e.g. crane or generator on a vehicle)
Provide for budget and expenditure forecasting
Provide for Credit card and off site fuel purchases
Provide multi-storeroom functionality
Note: # 2 – REVISED SCHEDULE C - (SEPARATE ATTACHMENT)
All Addenda will become a part of the Contract Documents.
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