Fleet Management Software for the Department of Administration & Finance
| Agency: | City of Buffalo |
|---|---|
| State: | New York |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Feb 9, 2024 |
| Due: | Mar 15, 2024 |
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Fleet Management Software for the Department of Administration & Finance
|
| Category: | City of Buffalo Bids & RFPs |
| Status: | Open |
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Attachment Preview
CITY OF BUFFALO
NEW YORK
ADMINISTRATION & FINANCE
65 NIAGARA SQUARE
CITY HALL, ROOM. 214
BUFFALO, NY 14202
PHONE (716) 851-4089
REQUEST FOR PROPOSALS
FLEET MANAGEMENT SOFTWARE
FOR THE
CITY OF BUFFALO
DATE ISSUED: February 9, 2024
Question submission deadline: February 23, 2024
VIA EMAIL TO: jcross@buffalony.gov
Questions Posted to City Website: March 1, 2024
PROPOSAL SUBMISSION DATE: March 15, 2024
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SECTION 1 – INTRODUCTION
The City of Buffalo is requesting proposals from qualified Offerors, seeking equipment, products,
or services that meet the general requirements of the scope of this RFP for fleet management
software and that are commonly desired or are required by law or industry standards.
The City of Buffalo recognizes the importance of having Fleet Management Software for our
vehicle assets. This software can automate a lot of vehicle tasks we are used to doing manually. By
automating these repetitive tasks, The City of Buffalo can reduce administrative tasks, lower
operating costs of the vehicle assets, which will allow more time to continue the training of the
mechanics, help to increase on the existing safe work culture with our mechanics and drivers, and
continue to build our fleet responsibly.
SECTION 2 - INSTRUCTIONS TO OFFERORS
2.1 General Invitation
The City invites all interested parties to submit proposals for the services described herein.
The Department of Administration & Finance will receive all sealed proposals by no later than
March 15, 2024, at 11:00 am. All proposals must be clearly labeled on front of package referencing
“REQUEST FOR PROPOSALS FLEET MANAGEMENT SOFTWARE FOR THE CITY OF
BUFFALO”, and delivered VIA MAIL to:
City of Buffalo
James J. Cross, Fleet Manager
Administration & Finance
65 Niagara Square, Room. 214 City Hall
Buffalo, New York 14202
OFFERORS ASSUME ALL RISKS FOR THE TIMELY AND PROPER DELIVERY OF
SUBMITTED PROPOSALS.
The received time of proposals will be determined by the clock at the above noted locations. NO
CONSIDERATION WILL BE GIVEN TO PROPOSALS RECEIVED AFTER THE STATED
DATE AND TIME.
Offerors must allow sufficient mail delivery time to ensure receipt of their proposal at the specified
location no later than the specified date and time. It is solely the Offeror’s responsibility to ensure
the proposal is timely delivered. Offerors are highly encouraged to mail the sealed proposals
accordingly to allow for delivery on or prior to Friday, March 15, 2024. Delays in United States
mail deliveries or any other means of mail transmittal shall not excuse late proposal submissions.
Offerors are cautioned that the City cannot be responsible for the actions of your chosen mail
carrier. City of Buffalo staff is available to sign for deliveries on standard business days Monday-
Friday from 8:00 AM to 4:00 PM.
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Proposals are solicited in accordance with the terms, conditions and instructions set forth in this
RFP. Submission of proposals any other method not specifically provided for herein is prohibited.
Proposals must be completed in accordance with the requirements of the solicitation. No
amendments or changes to proposals will be accepted after the closing date and time. No proposals
shall be accepted after the stated deadline. The City reserves the right to reject any or all proposals.
Any material misrepresentation made by a party may void their proposal and eliminate the party
from further consideration. Any proposal that is based upon violation of federal, state or local law,
or deemed to be non-responsive will be eliminated from consideration.
The City shall not be responsible for any expenses or charges incurred by any Offeror in preparing
or submitting a proposal, or in their providing any additional information considered necessary by
the City in the evaluation of their proposal.
We would appreciate the courtesy of promptly advising us if you do not intend to respond to this
solicitation so that we may properly maintain our records of those individuals/Offerors that
expressly did not wish to be considered.
2.2 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event that there
is any change or deviation from this schedule, such change will be posted on the City’s website at
(www.buffalony.gov/bids).
EVENT
Issuance of RFP
Written Questions from Offerors due
Responses to Questions posted on City website
Proposals Due
Qualified & Eligible Offerors Selected
DATE
February 9, 2024
February 23, 2024 by 4:00 pm
March 1, 2024 by 5:00 pm
March 15, 2024 by 11:00 am
TBD
2.3 RFP Review, Additional Information and Questions
Each Offeror is responsible for carefully examining all RFP documents and thoroughly
familiarizing themselves with each of the City’s requirements prior to their submission of a
proposal to ensure that their responses are in compliance with this RFP.
Each Offeror is responsible for conducting its own investigations and any examinations necessary
to ascertain conditions and requirements affecting the requirements of this RFP. Failure to perform
such investigations and examinations shall not relieve the Offeror from its obligation to comply, in
every detail, with all of the provisions and requirements contained in this RFP.
Questions regarding this RFP shall be directed to the City’s designee only. Any impermissible
contact with any other City officer or employee regarding this RFP during the procurement period
shall result in the rejection of any such Offeror’s proposal. Offerors shall communicate in writing
only. No other communications with the City’s designee regarding this RFP is permitted during the
procurement period.
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For purposes of this RFP, the City’s designee shall be James Cross. Questions regarding the RFP
shall be directed to the City’s designee only. Any impermissible contact with any other City officer
or employee regarding the RFP during the procurement period shall result in the rejection of any
such Offeror’s proposal. All questions, requests for clarification or additional information must be
sent by email to James J. Cross at jcross@buffalony.gov and must be received no later than 4:00
pm on February 23, 2024. Offerors shall not communicate with the City’s designee via any
other method or outside of the time period set forth herein.
Questions received from all Offerors will be answered and shared via the City’s website at
(https://www.buffalony.gov/Bids.aspx) by 5:00 pm on March 1, 2024. The City accepts no
responsibility for, and each Offeror agrees not to rely upon, any verbal or written statements or
representations from any other person, whether or not employed by the City.
The City may, in its sole discretion, also elect to provide both the question(s) and the written
answer(s) to all known potential Offerors via e-mail. Offerors are solely responsible for ensuring
that the City has accurate contact information, including an e-mail address for the receipt of such
correspondence. The City does not assume any responsibility for undelivered e-mails or for the
receipt of any communication sent to any Offeror.
2.4 Addenda and Modifications
The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the deadline
for submission of the proposals. In the event that it becomes necessary to revise or expand upon
any part of this RFP, all addenda, amendments, and interpretations to this RFP will be made in
writing and posted on the City’s website at (www.buffalony.gov/bids). The City may also
endeavor to notify all Offerors to whom this RFP has been forwarded by the City.
All addenda shall be incorporated as part of this RFP documents as though they were originally set
forth herein. The City does not assume any responsibility for the receipt of any addenda sent to any
Offeror.
Any information supplied by the City relative to this RFP must be considered in preparing
proposals. All other contacts that an Offeror may have had before or after the City’s issuance of
this RFP with any individuals, employees, subcontractors, consultants or representatives of the City
and any information that may have been read in any news media or seen or heard in any
communication regarding this RFP should be disregarded in preparing proposals.
2.5 Proposal Format
Offerors are advised to adhere to the submission requirements of this RFP. Failure to comply with
the instructions of this RFP may cause their proposal to be rejected. Submission of a sealed
proposal in response to this RFP constitutes acceptance of all requirements outlined in this RFP.
Four (4) copies of the proposal, including one (1) original and three (3) copies, must be prepared
on 8” x 11” letter size paper, printed single sided and/or double-sided, and bound on the long side.
One (1) CD-ROM or portable flash drive containing a PDF version of all proposal materials must
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also be provided. Each page of the submission must be numbered in a manner so that it can be
uniquely identified. Legibility, clarity and completeness are required.
The proposal must be signed by each individual Offeror or their authorized representative who shall
have the authority to legally bind the Offeror.
In the event that an Offeror cannot comply with any term, condition, or requirement of this RFP,
such non-compliance must be clearly noted on the Offeror’s letterhead and submitted with the
proposal. Offerors are cautioned that such non-compliance may result in disqualification of their
proposal, at the sole discretion of the City. No allowance will be made for un-noted, non-
compliance of any kind by the Offeror.
SECTION 3 - REQUIRED CONTENT
3.1 Cover Letter
Each Offeror or their authorized representative shall prepare and sign a cover letter. Submission
of the letter shall constitute a representation by the Offeror that it is willing and able to perform
the services described in this RFP and their proposal.
3.2 Company Profile
Each Offeror is required to prepare and submit a brief description of the Offeror’s company
which must include the following information:
1. Name, mailing address, email address, telephone number and fax number of the primary contact
person for the Offeror;
2. A brief description of the Offeror, including but not limited to the Offeror’s history; number of
years in business; size; office locations;
a) Workforce: Offerors should describe any programs or actions they undertake to attract,
recruit, train, retain and promote minority and female employees, partners and associates
and current representation of minorities and women
b) Community Involvement: Offerors should describe any programs or initiatives they sponsor
or support that further the development of minority or women-owned business enterprises
within the City of Buffalo
c) Offeror Policies: Offerors should describe any procurement policies or practices they have
adopted that provide M/WBE suppliers or services business opportunities
3. Describe any relevant special services the Offeror provides, particularly those that may not be
offered by other Offerors;
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