REQUEST FOR PROPOSAL: VEHICLE TRACKING SYSTEMS

1. WORLD VISION’S FLEET BACKGROUND

World Vision operates in challenging and complex environments, and vehicles are critical to the delivery of its programs and operations. World Vision Ghana owns and manages 132 vehicles (76 cars and 56 motorbikes), including passenger vehicles, motorcycles, and commercial vehicles. We are conducting an RFP for a Vehicle Tracking System (VTS), as we look for ways to operate a safer, more cost effective, and greener fleet.

Current Fleet

Passenger Vehicles: 67 ( Sixty – Seven)

Motorcycles : 56 ( Fifty – Six)

Commercial Vehicles: 9 ( Nine)

1. PURPOSE

World Vision Ghana, by way of this Request for Proposal (RFP), is requesting responses from qualified vendors that meet the project requirements specified in this document. With the different technologies that exist in the field today, World Vision Ghana is seeking hardware and software to track and monitor the movement of its vehicles and driver behavior. The objective for this RFP is to gather information on the different vendors’ capabilities and systems that would be appropriate for the management of World Vision Ghana’s fleet, including available features and associated costs.

World Vision is seeking information on vehicle tracking systems, which meet the following requirements

Web Based Vehicle Tracking System Administration:

• Cloud based server and data storage.
• Ability to assign and manage user permissions.
• System language available as English.

Vehicle Tracking:

• Vehicle tracking hardware options for passenger vehicles and motorcycles.
• Local vehicle tracking hardware instillation available.
• Ability to locate vehicles, using GPRS/4G/5G/GPS on a map overlay in real time.
• Ability to track vehicles’ traveling speeds.
• Ability to show vehicles’ current operating status’s (e.g. engine off/engine on but idle/engine on and moving) in real-time.
• Ability to replay/review journey routes for vehicles.
• Option to install a mileage reader independent of a vehicle’s odometer.
• Ability to monitor driver behavior (e.g. speeding, journeys, idling time, etc.).
• Ability to shut off engines / immobilize engine remotely.

Reporting:

• Ability to access current and historical data for at least the past three years of use.
• Ability to produce reports on trend data on things such as fuel consumption, traveling speeds, etc.
• Vehicle and journey data reports provided in MS Excel and/or PDF format or through a “real time” dashboard.
• Ability to export fleet data in MS Excel format.
• Ability to track journey information and fleet related KPI’s.
  • Distance traveled
  • Fuel consumption
  • Vehicle utilization
  
  

Customer Support:

• Customer support for the fleet management system and vehicle tracking hardware.
• Initial and periodic training for staff members on any applicable vehicle tracking system features and vehicle tracking hardware.

Communication

• All communication, correspondence, presentations, training materials, user manuals, reports, and other deliverables related to this assignment shall be provided in English. English shall be the official language for all interactions between World Vision Ghana and the service provider.

General Questions

• Company Registered Name
• Company Address
• Company Phone Number
• Company Webpage
• Company Contact Person Name
• Company Contact Person Position/Title
• Company Contact Person Email Address
• Company Contact Person Office Mobile Phone
• Please provide the names of the companies with whom you have joint-ventures/subsidaries/partnerships, if any, and explain your relationship.
• Years Established
• Number of years your company has been present in the business/market relevant to this RFx.
• Financial Information
• Company Annual Revenue for the Past 3 Years
• Provide a copy of a certificate of business registration, certificate of incorporation, business license, or similar document. (Paste onto appropriate tab, attach in ProVision, or attach to submitted supplier packet.)
• Provide a copy of tax registration, tax clearence certificates, or similar document. (Paste onto appropriate tab, attach in ProVision, or attach to submitted supplier packet.)
• Code of Conduct
• Does your company have a Code of Conduct?
• If your company does have a Code of Conduct, provide a copy. (Paste onto appropriate tab, attach in ProVision, or attach to submitted supplier packet.)
• Does your Code of Conduct have a section on Human Rights?
• Does your Code of Conduct have a section on Labour Standards?
• Does your Code of Conduct have a section on Environmental Protection?
• Does your Code of Conduct have a section on Anti-corruption?
• Does your Code of Conduct have a section on Child Protection?

References

(Each reference should be from work performed in the last 5 years, and Reference #1 should be from a non-profit or NGO.)”

• Reference #1:
  • Organization and Department Name
  • Business Address
  • Contact Information (Name, Title, Mobile, Email Address)
  • Dates of Engagement
  • Approximate Count of Vehicles Involved
  • Services and Products Provided
  
  
• Reference #2:
  • Organization and Department Name
  • Business Address
  • Contact Information (Name, Title, Mobile, Email Address)
  • Dates of Engagement
  • Approximate Count of Vehicles Involved
  • Services and Products Provided
  
  

1. Product/Technical Information

Vendor needs to provide all requested information outlined below in a PDF format to be attached through our procurement system, COUPA (ProVision).

Available Services and Products

• Proposed product for World Vision’s Global Fleet
• List of compatible vehicle types
• Data points collected by the fleet management system and vehicle tracking hardware
• Data retention and ownership
• Data accuracy
• Data granularity
• Data accessibility based on user permissions
• Alert notifications
• Analytics and reporting
• Overlay mapping analysis

Data Security

• Cyber-security: Describe your company’s technical solutions, capabilities, and data security solutions.
• Cloud: Describe your company’s cloud capabilities. Include information regarding offline operations (how would it operate if cloud services were lost and/or if the connection to the cloud were severed for an extended period of time).

Support, Maintenance, and Training

• Customer Service: Describe your company’s customer service offering, including information on response times and service level agreements.
• Training: Describe the training philosophy, methods, and resources you would employ to quickly transition World Vision to your system.
• Warranty: Describe the typical warrantee terms for hardware, installation labor, etc.

1. Complete Fleet Management System Capability Questionnaire

Vendor needs to provide answers to all questions in the Fleet Management System Capability Questionnaire through our procurement system, COUPA (ProVision) or if instructed, through the provided Excel document.

Web Portal Administration

• Does the system allow organizations to manage user rights and permissions and to grant users different levels of access to the system?
• (e.g. User access with editing capability verses read only capability.)

Vehicle Tracking

• Does your company offer vehicle tracking hardware?
• Does your company offer local installation of vehicle tracking hardware?
• Does your company offer vehicle tracking hardware units that transmit data solely through terrestrial cellular networks (i.e. GPRS or UMTS)?
• Does your company offer hybrid vehicle tracking hardware units that transmit data through terrestrial cellular networks (i.e. GPRS or UMTS) when available and switches to a satellite network when cellular service is not available?
• Does your company offer easily transferable vehicle tracking hardware units, which can be quickly connected to an auxiliary power socket within a vehicle?
• Does your company offer vehicle tracking hardware suitable for installation on motorcycles?
• Does your company or the system send notifications/alerts when vehicle tracking hardware is not functioning correctly?
• Does the system have the ability to locate vehicles, using GPRS/4G/5G/GPS on a map overlay in real time?
• Does the system have the ability to show vehicles’ traveling speeds in real-time?
• Does the system have the ability to show vehicles’ current operating status’s (e.g. engine off/engine on but idle/engine on and moving) in real-time?
• Does the system have the ability to replay/review journey routes for vehicles?
• Does your company offer the use of a mileage reader independent of the vehicle’s odometer?
• Does your company offer the installation of fuel utilization sensors/fuel probes to track fuel consumption?
• Does your company offer a fuel utilization sensor/fuel probe that can detect when fuel has been syphoned out of the vehicles gas tank?
• Does the system offer virtual/geo fencing?
• Can the system send alerts when vehicles have exceeded set speed limits?
• Does your system offer Driver ID capture?
• “Does your system offer the ability to monitor driver behavior?
• (e.g. Speeding, journeys, idling time, etc.)”
• Does your system offer vehicle “Health Check” alerts when the vehicle needs servicing, the engine temperature is high, tire pressure is low, etc.?
• Does your company offer the installation of Panic Buttons on vehicles?
• Does the system offer the ability to immobilize vehicles remotely in real time?
• Does your company offer retrieval services for lost or stolen vehicles?
• Is the system compatible with vehicle tracking hardware from other suppliers? In other words, if offices already have vehicle tracking hardware installed on their vehicles could it be connected to your company’s system?

Reporting

• Through the system, can you access current and historical data for at least the past three years of use?
• Does the system have the ability to produce reports on trend data on things such as fuel consumption, traveling speeds, etc.?
• Does the system provide reports on at least a monthly basis provided in MS Excel and/or PDF format or through a “real time” dashboard?
• Is it possible to export data from the system in MS Excel format?
• Can the system track Key Performance Indicators (KPI’s) within the system?
• Can the system track the KPI: Distance Traveled?
• Can the system track the KPI: Distance Traveled without having to manually enter journey information? In other words, can the FMS track the KPI: Distance Traveled from data collected through vehicle tracking hardware and software?
• Can the system track the KPI: Fuel Consumption per Kilometer or Kilometer Traveled per Liter of Fuel?
• Can the system track the KPI: Fuel Consumption per Kilometer or Kilometer Traveled per Liter of Fuel without having to manually enter journey information?

Driver Behavior Monitoring

• Does your system track Speeding Events?
• Does your system track Time Spent Idling?
• Does your system track Harsh Acceleration Events?
• Does your system track Harsh Breaking Events?

Customer Support

• Does your company have a customer service representative located in our office’s time zone?
• Does your company have a customer service representative in the same country as our office?
• Does your company offer around the clock customer support?
• Does your company offer customer support with an initial response time of one business days or less?
• Does your company offer initial training for World Vision staff members on any applicable system features and vehicle tracking hardware?

Architectural Characteristics

• Data Encryption: Does the application encrypt its data whether at rest or in transit?
• Data Privacy: Does the application’s architecture address user local privacy laws (e.g. UK GDPR)?
• Data Storage: Is the application (customer) data stored in a relational database (pref. Microsoft SQL db)?
• Interoperability: Can the application export and import all application data?
• Interoperability: Does the application have API (Application Programming Interface) services, making it available to connect?
• Performance: Is the application reasonably performant with an acceptable user experience under normal and moderately heavy computing tasks?
• Scalability: Can the application be scaled dynamically to optimize performance vs cost?
• User Authentication: Can the application be connected to our corporate directory to provide the user with single-sign-on capability?

1. Pricing

In addition to the technical information, WVG is seeking to assess the related costs of the items below.

Hardware and Services

• Vehicle Tracking Hardware, which transmits data solely through terrestrial cellular networks.
• Vehicle Tracking Hardware, which transmits data through terrestrial cellular networks (i.e. GPRS or UMTS) when available and switches to a satellite network when cellular service is not available.
• Vehicle Tracking Hardware, which is easily transferable and can be quickly connected to an auxiliary power socket within a vehicle.
• Vehicle Tracking Hardware, which is suitable for installation on motorcycles.
• Fuel Sensor
• Monthly Service Fees
• Installation Fees

Interested firms are required to submit their proposals strictly via email to ghana_procurement@wvi.org.

The proposal should be clearly referenced with the title of the assignment in the email subject line.

Technical and Financial Proposals must be submitted as separate documents and clearly labeled accordingly.

All proposals must be submitted within two (2) weeks from the date of publication.

• World Vision Ghana reserves the right to accept or reject any proposal without assigning any reason.
• All procurement processes are conducted in accordance with World Vision’s procurement policies and applicable donor compliance requirements.
• Late submissions will not be considered.
• Only complete submissions received by the stated deadline will be evaluated.

Tagged as: Consultant