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20-151 Geotab USA, Inc., Telematics GPS and Onboard Diagnostic Hardware, Monitoring and Analytic Software, and Installation Services 1 AGREEMENT BETWEEN CITY OF CUPERTINO AND GEOTAB USA, INC. FOR TELEMATICS 1. This Agreement is made by and between the City of Cupertino, a municipal corporation (“City”) and Geotab USA, Inc., a Delaware corporation (“Contractor”) for Telematics GPS and onboard diagnostic hardware, monitoring and analytic software, and installation services and is effective on the last date signed below (“Effective Date”). 2. The State of California, Department of General Services has an agreement with Contractor for the purchase, installation, and monitoring of telematics and GPS tracking hardware and software, Agreement No. 1-19-58-69 (“DGS Agreement”). This DGS Agreement is attached hereto as Exhibit A and incorporated by reference as if set forth fully herein, and the same terms and conditions contained in the DGS Agreement shall be applicable here except as follows: 2.1 Wherever the DGS Agreement refers to the “State of California, Department of General Services” or the “State,” it shall be deemed to refer to the City of Cupertino. 2.2 Wherever the DGS Agreement refers to “the Director of the Department of General Services” or “the Department of General Services, Deputy Director Procurement Division” or “Department Director,” it shall be deemed to refer to the GIS - Manager. 2.3 Services and Compensation. Contractor shall sell, furnish, and deliver to the City the following Services: telematics GPS and onboard diagnostic hardware, monitoring and analytic software, and installation services of substantially the same type and kind purchased under the DGS Agreement, except as modified by Exhibit B attached hereto and incorporated by this reference, for a startup amount of Thirty Two Thousand Nine Hundred Fifty-Two Dollars ($32,952) plus a one-time cost of Two Thousand Seven Hundred Eighty-Two Dollars ($2,782) for a total amount not to exceed Thirty Five Thousand Seven Hundred Thirty-Four Dollars ($35,734) in year one, and an annual amount not to exceed Thirty Two Thousand Nine Hundred Fifty-Two Dollars ($32,952) for monitoring services for year two, with the option to renew for seven additional one-year periods, at the discretion of the City of Cupertino, at an annual amount not to exceed Thirty Two Thousand Nine Hundred Fifty-Two Dollars ($32,952). Total compensation under this Agreement shall not exceed $101,638. 2.4 Invoices and Payments. Monthly invoices must state a description of the deliverable completed and the amount due for the preceding month. Within thirty (30) days of completion of Services, Contractor should submit a requisition for final and complete payment of costs and pending claims for City approval. 2.5 Term. This Agreement begins on the Effective Date and ends on September 14th 2023 (“Contract Time”), unless terminated earlier as provided herein. Contractor’s services shall begin on September 14th, 2020 and shall be completed by September 14th 2023. The City’s appropriate department head or the City Manager may extend the Contract Time through a written amendment to this Agreement, provided such extension does not include 2 additional contract funds. Extensions requiring additional contract funds are subject to the City’s purchasing policy. Time is of the essence for the performance of all services. 2.6 Warranties. All warranties specified in the DGS Agreement shall accrue to the City of Cupertino. 2.7 Governing Law, Venue, and Dispute Resolution. This Agreement is governed by the laws of the State of California. Any lawsuits filed related to this Agreement must be filed with the Superior Court for the County of Santa Clara, State of California. Contractor must comply with the claims filing requirements under the Government Code prior to filing a civil action in court. If a dispute arises, Contractor must continue to provide the Services pending resolution of the dispute. If the Parties elect arbitration, the arbitrator’s award must be supported by law and substantial evidence and include detailed written findings of law and fact. 2.8 Insurance Requirements. Contractor shall comply with the Insurance Requirements, attached and incorporated here as Exhibit C, and must maintain the insurance for the duration of the Agreement, or longer as required by City. City will not execute the Agreement until City approves receipt of satisfactory certificates of insurance and endorsements evidencing the type, amount, class of operations covered, and the effective and expiration dates of coverage. 2.9 Section 31 to Exhibit 8.22 (General Provisions – Information Technology) is deleted in its entirety. 2.10 Notices. All notices, requests and approvals must be sent in writing to the persons below, which will be considered effective on the date of personal delivery or the date confirmed by a reputable overnight delivery service, on the fifth calendar day after deposit in the United States Mail, postage prepaid, registered or certified, or the next business day following electronic submission: To City of Cupertino: City of Cupertino 10300 Torre Ave Cupertino, CA 95014 Attention: Teri Gerhardt Email: terig@cupertino.org To Contractor: Geotab USA, Inc. 7180 Pollock Dr Las Vegas, NV 89119 Attention: Nate Veeh Email: nathanielveeh@geotab.com 2.11 To the extent that the DGS Agreement and this Agreement are inconsistent, the following priority shall govern: (1) this Agreement and (2) the DGS Agreement. 3. Entire Agreement. This Agreement represents the full and complete understanding of every kind or nature between the Parties, and supersedes any other 3 agreement(s) and understanding(s), either oral or written, between the Parties. Any modification of this Agreement will be effective only if in writing and signed by each Party’s authorized representative. No verbal agreement or implied covenant will be valid to amend or abridge this Agreement. If there is any inconsistency between any term, clause, or provision of the main Agreement and any term, clause, or provision of the attachments or exhibits thereto, the terms of the main Agreement shall prevail and be controlling. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed. CITY OF CUPERTINO CONTRACTOR A Municipal Corporation By By Name Name Title Title Date Date Tax I.D. No.: APPROVED AS TO FORM: HEATHER M. MINNER Cupertino City Attorney ATTEST: KIRSTEN SQUARCIA City Clerk DATE: CEO Nov 13, 2020 Neil Cawse Heather M. Minner teri gerhardt Nov 16, 2020 GIS Coordinator teri gerhardt Nov 16, 2020 Department of General Services Telemetry/GPS Procurement Division Event ID#: 0000005635 Page 1 of 2 NARRATIVE RESPONSE EXHIBIT 8.11 Instructions: Bidder must complete each line item outlined below. BIDDER NAME: NARRATIVE QUESTIONS: 1. Describe the navigation from their website homepage to their publically available price list webpage. (RFP Section 3.7, Pricing) 2. Provide the URL of their most current publically available OEM price list. (RFP Section 3.7, Pricing) No longer a requirement 3. Provide the Board of Equalization Retailer’s Seller Permit number in the space provided below. (RFP Section 3.17.3) 4. Please describe Distribution Plan (RFP Section 3.17.13) 5. Bidders desiring to claim the small business preference must answer the questions below in order to be eligible for this preference (RFP Section 3.18.3) Bidders must also complete Exhibit 8.7, Bidder Declaration. A) Are you a California certified small business claiming the small business preference? No (Continue to question B) Yes (Provide bidder information below) State of California, Office of Small Business and DVBE Services (OSDS) Certification reference number: Bidder’s company is a: Non-Manufacturer Manufacturer B) Are you a non-small business claiming at least twenty-five percent (25%) small business subcontractor preference? No Yes (Provide subcontractor certification information on Exhibit 8.7, Bidder Declaration Form) Department of General Services Telemetry/GPS Procurement Division Event ID#: 0000005635 Page 2 of 2 Bidders desiring to claim the DVBE incentive must answer the questions below in order to be eligible for this incentive (RFP Section 3.18.2) Bidders must also complete Exhibit 8.7, Bidder Declaration and Exhibit 8.9, DVBE Declaration Form. A) Are you a California certified DVBE claiming the DVBE incentive? No (Continue to question B) Yes (Provide bidder information below) State of California, Office of Small Business and DVBE Services (OSDS) Certification reference number: Bidder’s company is a: Non-Manufacturer Manufacturer B) Are you subcontracting a portion of work to be performed by a DVBE? No Yes (Provide subcontractor certification information on Exhibit 8.7, Bidder Declaration Form) 6. If bidder’s proposal involves the use of subcontractors for a portion of the contract, explain the following (RFP Section 3.18.4): 1.) How the bidder as the prime contractor will manage and control the work of the subcontractor(s) 2.) The roles assigned to the prime contractor and subcontractor(s) during the execution of the contract 1) 2) Exhibit 8.14 Department of General Services Telemetry/GPS Procurement Division Event #: 0000005635 CUSTOMER REFERENCE FORM Page 1 of 2 REV 1/2/2009 Bidders must submit three (3) completed Customer Reference Forms with their submittal as described in Section 3.17.2, Customer Reference. Refer to requirement for detailed instructions. Contractor’s (Bidder) Name: Agency/Company Name (Bidder’s Customer): Customer’s Fleet Count: Products/Services Provided: Date Product/Services Provided: Customer (Bidder’s Customer) Contact Name and Title: Customer Phone Number: Customer Fax Number: Customer E Mail Address: Ratings: Please summarize contractor performance and circle in the column on the right the number which best corresponds to the performance rating for each question. If the score is either 1 or 5, please kindly provide an explanation. Please follow the rating guidelines below for description of rating scale: Rating Guidelines and Description of Rating Scale: Exceptional (5) Best-in-class performance. Performance met all contract requirements and exceeded several to the customer’s benefit. No issues were encountered. Very Good (4) Performance met all contract requirements and exceeded some to the customer’s benefit. There were a few minor issues, which were negligible. Satisfactory (3) Performance met contract requirements. There were some minor issues, and corrective actions taken by the contractor were acceptable. Marginal (2) Performance did not meet the contractual requirements. There were issues, some of a serious nature, for which corrective action was only somewhat effective. Unsatisfactory (1) Performance did not meet contractual requirements. There were serious issues and the contractor’s corrective actions were ineffective. Exhibit 8.14 Department of General Services Telemetry/GPS Procurement Division Event #: 0000005635 CUSTOMER REFERENCE FORM Page 2 of 2 REV 1/2/2009 Factors Rated Questions Comments (continue on additional sheets if desired) Mandatory if score is either 1 or 5 Rating Timeliness 1. How would you rate the contractor’s ability providing data transmission in non- metropolitan, rural mountain areas?      2. How would you rate the contractor’s ability to deliver components in a timely manner?      3. How would you rate the contractor’s turnaround time to repair non-operating devices?      Contract Management 4. How would you rate the contractor’s ability to handle large fleets? (Fleet over 5000 assets)      5. How would you rate the service provided by the contractor’s assigned Contract Administrator and/or Project Manager?      Quality 6. How would you rate the quality of the contractor’s value-added services: • Installation • Device health management • Account’s needs management (customer service)      7. How would you rate the performance of contractor’s products compared to that of its competitors?      Ordering 8. How would you rate the contractor’s ordering system?      Reporting 9. How would you rate the contractor’s ability to provide reports including Ad hoc reports in an accurate and timely manner?      Customer Satisfaction 10. How would you rate your level of overall satisfaction with the contractor? • Hardware • Application • Customer service      Rater’s Signature: Date: Department of General Services Telemetry/GPS Procurement Division Event ID#: 0000005635 Revised 2/7/19 Technical Questionnaire EXHIBIT 8.19 Instructions: Bidder must complete each line item outlined below. 1. Are you offering Wi Fi as a coverage option? (Section 6.3.2) Yes or No. (circle one) 2. Are you offering a device that stores data at the maximum reporting rate for more than the minimum of forty-five days (45)? (Section 6.3.3) 3. Are you offering an extended warranty for two (2) years or lifetime warranty? (Section 6.3.5) 4. Does your solution include a Mobile Application? (Section 6.3.4 and 3.3.6.1) 5. Have you completed the process so that the system meets Federal Information Processing Standards 140-2, level 1 or equivalent? (Section 6.3.4) 6. Is your service FedRAMP certified? (Section 6.3.4) 7. Does the solution use HTML 5.0 and above? (Section 6.3.4) 8. Does the solution include Multi Factor Authentication? (Section 6.3.4) 9. Has an independent security audit been done on your solution? (Section 6.3.4) 10. Are you offering a telemetry system with a battery backup as described in Section 3.3.4 (F)? 11. Are you offering vehicle RFID technologies as described in Section 3.3.4.4? 12. Are you compliant with the following NIST 800-53 Revision 4 Security Controls as stated in RFP 0000005635 Section 3.3.9 Security? This requirement has been removed. Department of General Services Telemetry/GPS Procurement Division Event ID#: 0000005635 Revised 2/7/19 Technical Clarifications (if needed) Department of General Services Telemetry and GPS Procurement Division Event ID#: 0000005635 Acronym Glossary: Exhibit 8.20 AD: Active Directory ADFS: Active Directory Federation Services AVL: Automatic Vehicle Location BAR: Bureau of Automotive Repair Caltrans: California Department of Transportation CANBus: Controller Area Network CARB: California Air Resources Board CTP: Continuous Testing Program DGS: Department of General Services DTC: Diagnostic trouble code ECM: Engine Control Module FCC: Federal Communications Commission GPS: Global Positioning System HD: Heavy Duty Asset IMMS: Integrated Maintenance Management System J-Bus: CANBus for Heavy Duty vehicles - J-1708/J1939 LD: Light Duty Asset MECP: Mobile Electronics Certified Professional MHz: Megahertz MIL: Malfunction Indicator Light (Check Engine Light) MMS: Multimedia Messaging Service NSP: Non-Self-Propelled OBD II: On-Board Diagnostic System OEM: Original Equipment Manufacturer PI: Program Interface SMS: Short Message Service VIN: Vehicle Identification Number WiFi: Wireless networking technology ZEV: Zero Emission Vehicle Up-fit: Installation of equipment to establish a functioning system Event 0000005635 2/15/2019 Addendum 16 Bidder: Light Duty Vehicles Description Quantity UNSPSC Manufacturer Part # (OEM #) Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Sample 200 43211507 Samp5800X ACME 58245145156 GPS Device Each 1 $250.00 75.00%$62.50 $12,500.00 GPS Telemetry Device, Training and Installation 36000 $25.00 $25.00 $900,000.00 Satellite Modem, Training and Installation 500 $25.00 $25.00 $12,500.00 Off-Hours Installation Fee 1 $5.00 $5.00 $5.00 Total $912,505.00 Description Quantity UNSPSC Manufacturer Part # (OEM #) Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Monthly Service GPS Telemetry services 36000 $0.00 $0.00 Monthly Satellite Modem Data services 500 $0.00 $0.00 Monthly Interface Service - 20000 $0.00 $0.00 Requirements Analysis 50 Hour $0.00 $0.00 Design and Build 50 Hour $0.00 $0.00 Test and Report 50 Hour $0.00 $0.00 Report Development 50 Hour $0.00 $0.00 AVL Monthly Service 500 $0.00 $0.00 Total $0.00 Miscellaneous Fees Additional Training and Installation 50 Hour $0.00 $0.00 Professional Services 50 Hour $0.00 $0.00 Take Back 50 Hour $0.00 $0.00 $0.00 Description List/MSRP Contract Discount Percentage Contract Price Non-Core Catalog Items $500,000.00 $500,000.00 $1,412,505.00 Exhibit 8.21, Cost Worksheet Non-Core Catalog Category Total Device (including Training and installation) Monthly Service Charges Event 0000005635 2/15/2019 Addendum 16 Bidder: Heavy Duty Vehicles Description Quantity UNSPSC Manufacturer Part # (OEM #)Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Sample 200 43211507 Samp5800X ACME 58245145156 Device Each 1 $250.00 75.00%$62.50 $12,500.00 GPS Telemetry Device, Training and Installation 15000 $0.00 $0.00 Satellite Modem, Training and Installation 400 $0.00 $0.00 Total $0.00 Description Quantity UNSPSC Manufacturer Part # (OEM #)Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Monthly Service GPS Telemetry services 15000 $0.00 $0.00 Monthly Satellite Modem Data services 400 $0.00 $0.00 Monthly Interface Service - 15000 $0.00 $0.00 Requirements Analysis 50 Hour $0.00 $0.00 Design and Build 50 Hour $0.00 $0.00 Test and Report 50 Hour $0.00 $0.00 Report Development 50 Hour $0.00 $0.00 AVL Monthly Service 2000 $0.00 $0.00 Total $0.00 Miscellaneous Fees Additional Training and Installation 50 Hour $0.00 $0.00 Professional Services 50 Hour $0.00 $0.00 Take Back 50 Hour $0.00 $0.00 Total $0.00 Description List/MSRP Contract Discount Percentage Contract Price Non-Core Catalog Items $500,000.00 $500,000.00 $500,000.00 Exhibit 8.21, Cost Worksheet Non-Core Catalog Category Total Device (with Training and Installation) Monthly Service Charges Event 0000005635 2/15/2019 Addendum 16 Bidder: Zero Emission Vehicles (ZEV) Description Quantity UNSPSC Manufacturer Part # (OEM #) Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Sample 200 43211507 Samp5800X ACME 58245145156 Device Each 1 $250.00 75.00%$62.50 $12,500.00 GPS Telemetry Device, Training and Installation 1500 $0.00 $0.00 Satellite Modem, Training and Installation 250 $0.00 $0.00 Total $0.00 Description Quantity UNSPSC Manufacturer Part # (OEM #) Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Monthly Service GPS Telemetry services 1500 $0.00 $0.00 Monthly Satellite Modem Data services 250 $0.00 $0.00 Monthly Interface Service - 500 $0.00 $0.00 Requirements Analysis 50 Hour $0.00 $0.00 Design and Build 50 Hour $0.00 $0.00 Test and Report 50 Hour $0.00 $0.00 Report Development 50 Hour $0.00 $0.00 Total $0.00 Miscellaneous Fees Additional Training and Installation 50 Hour $0.00 $0.00 Professional Services 50 Hour $0.00 $0.00 Take Back 50 Hour $0.00 $0.00 Total $0.00 Description List/MSRP Contract Discount Percentage Contract Price Non-Core Catalog Items $500,000.00 $500,000.00 $500,000.00 Exhibit 8.21, Cost Worksheet Non-Core Catalog Category Total Device (with Training and Installation) Monthly Service Charges Event 0000005635 2/15/2019 Addendum 16 Bidder: Non Self Propelled Description Quantity UNSPSC Manufacturer Part # (OEM #) Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Sample 200 43211507 Samp5800X ACME 58245145156 Device Each 1 $250.00 75.00%$62.50 $12,500.00 GPS Telemetry Device and Installation 5000 $0.00 $0.00 Total $0.00 Description Quantity UNSPSC Manufacturer Part # (OEM #) Manufacturer (OEM)SKU #/ Item #Item Description Unit of Measure Quantity in UOM List/MSRP Contract Discount Contract Price Extension Monthly Service GPS Telemetry services 5000 $0.00 $0.00 Monthly Interface Service 2000 $0.00 $0.00 Requirements Analysis 50 Hour $0.00 $0.00 Design and Build 50 Hour $0.00 $0.00 Test and Report 50 Hour $0.00 $0.00 Report Development 50 Hour $0.00 $0.00 Total $0.00 Miscellaneous Fees Additional Training and Installation 50 Hour $0.00 $0.00 Professional Services 50 Hour $0.00 $0.00 Take Back 50 Hour $0.00 $0.00 Total $0.00 Description List/MSRP Contract Discount Percentage Contract Price Non-Core Catalog Items $500,000.00 $500,000.00 $500,000.00 Exhibit 8.21, Cost Worksheet Non-Core Catalog Category Total Device (with Training and Installation) Monthly Service Charges Event 0000005635 Addendum 15 Bidder: Category totals Light Duty Vehicles $1,412,505.00 Heavy Duty Vehicles $500,000.00 Zero Emission Vehicles (ZEV)$500,000.00 Non Self Propelled $500,000.00 $2,912,505.00 PLEASE FILL OUT ALL YELLOW SECTIONS ON ALL TABS ONLY. Exhibit 8.21, Cost Worksheet Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 1 rev. 03/15/18 THESE SPECIAL PROVISIONS ARE ONLY TO BE USED FOR SOFTWARE AS A SERVICE (SaaS), AS DEFINED BELOW. THESE SPECIAL PROVISIONS ARE TO BE ATTACHED TO THE GENERAL PROVISIONS – INFORMATION TECHNOLOGY AND SHOULD BE ACCOMPANIED BY, A STATEMENT OF WORK (SOW) AND SERVICE LEVEL AGREEMENT (SLA). SECURITY REQUIREMENTS DESIGNATED IN THIS DOCUMENT ARE ASSUMING A NATIONAL INSTITUTE OF STANDARDS AND TECHNOLOGY (NIST) LOW CLASSIFICATION, UNLESS OTHERWISE SET FORTH IN THE SOW. A HIGHER CLASSIFICATION MAY REQUIRE DIFFERENT SECURITY REQUIREMENTS. STATE AGENCIES MUST FIRST: A. CLASSIFY THEIR DATA PURSUANT TO THE CALIFORNIA STATE ADMINISTRATIVE MANUAL (SAM) 5305.5; B. CONSIDER THE FACTORS TO BE TAKEN INTO ACCOUNT WHEN SELECTING A PARTICULAR TECHNOLOGICAL APPROACH, IN ACCORDANCE WITH SAM 4981.1, 4983 AND 4983.1 AND THEN; C. MODIFY THESE SPECIAL PROVISIONS THROUGH THE SOW AND/OR SLA TO MEET THE NEEDS OF EACH ACQUISITION. 1. Definitions a) “Cloud Software as a Service (SaaS)” - The capability provided to the consumer is to use applications made available by the provider running on a cloud infrastructure. The applications are accessible from various client devices through a thin client interface such as a web browser (e.g., web-based email). The consumer does not manage or control the underlying cloud infrastructure including network, servers, operating systems, storage, or even individual application capabilities, with the possible exception of limited user-specific application configuration settings. b) “Cloud Platform as a Service (PaaS)” - The capability provided to the consumer is to deploy onto the cloud infrastructure consumer-created or acquired applications created using programming languages and tools supported by the provider. The consumer does not manage or control the underlying cloud infrastructure including network, servers, operating systems, or storage, but has control over the deployed applications and possibly application hosting environment configurations. c) “Cloud Infrastructure as a Service (IaaS)” - The capability provided to the consumer is to provision processing, storage, networks, and other fundamental computing resources where the consumer is able to deploy and run arbitrary software, which can include operating systems and applications. The consumer does not manage or control the underlying cloud infrastructure but has control over operating systems; storage, deployed applications, and possibly limited control of select networking components (e.g., host firewalls). d) “Data” - means any information, formulae, algorithms, or other content that the State, the State’s employees, agents and end users upload, create or modify using the SaaS pursuant to this Contract. Data also includes user identification information and metadata which may contain Data or from which the State’s Data may be ascertainable. e) “Data Breach” - means any access, destruction, loss, theft, use, modification or disclosure of Data by an unauthorized party or that is in violation of Contract terms and/or applicable state or federal law. f) “Encryption” - Conversion of plaintext to ciphertext through the use of a Federal Information Processing Standards (FIPS) validated cryptographic algorithm. [FIPS 140-2] g) “Recovery Point Objective (RPO)” - means the point in time to which Data can be recovered and/or systems restored when service is restored after an interruption. The Recovery Point Objective is expressed as a length of time between the interruption and the most proximate backup of Data immediately preceding the interruption. The RPO is detailed in the SLA. Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 2 rev. 03/15/18 h) “Recovery Time Objective (RTO)” - means the period of time within which information technology services, systems, applications and functions must be recovered following an unplanned interruption. The RTO is detailed in the SLA. Terms 2. SaaS AVAILABILITY: Unless otherwise stated in the Statement of Work, a) The SaaS shall be available twenty-four (24) hours per day, 365 days per year (excluding agreed-upon maintenance downtime). b) If SaaS monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), the State shall be entitled to recover damages, apply credits or use other contractual remedies as set forth in the Statement of Work. c) If SaaS monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), for three (3) or more months in a rolling twelve-month period, the State may terminate the contract for material breach in accordance with the Termination for Default provision in the General Provisions – Information Technology. d) Contractor shall provide advance written notice to the State in the manner set forth in the Statement of Work of any major upgrades or changes that will affect the SaaS availability. 3. DATA AVAILABILITY: Unless otherwise stated in the Statement of Work, a) The Data shall be available twenty-four (24) hours per day, 365 days per year (excluding agreed-upon maintenance downtime). b) If Data monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), the State shall be entitled to recover damages, apply credits or use other contractual remedies as set forth in the Statement of Work if the State is unable to access the Data as a result of: 1) Acts or omission of Contractor; 2) Acts or omissions of third parties working on behalf of Contractor; 3) Network compromise, network intrusion, hacks, introduction of viruses, disabling devices, malware and other forms of attack that can disrupt access to Contractor’s server, to the extent such attack would have been prevented by Contractor taking reasonable industry standard precautions; 4) Power outages or other telecommunications or Internet failures, to the extent such outages were within Contractor’s direct or express control. c) If Data monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), for three (3) or more months in a rolling twelve-month period, the State may terminate the contract for material breach in accordance with the Termination for Default provision in the General Provisions – Information Technology. 4. SaaS and DATA SECURITY: a) In addition to the Compliance with Statutes and Regulations provision set forth in the General Provisions – Information Technology, Contractor shall certify to the State: 1) The sufficiency of its security standards, tools, technologies and procedures in providing SaaS under this Contract; 2) Compliance with the following: i. The California Information Practices Act (Civil Code Sections 1798 et seq.); ii. Current NIST special publications 800-171 Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations. Third party audit results and Contractor’s plan to correct any negative findings shall be made available to the State upon request ; Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 3 rev. 03/15/18 iii. Undergo an annual Statement on Standards for Attestation Engagements (SSAE) No. 16 Service Organization Control (SOC) 2 Type II audit. Third party audit results and Contractor’s plan to correct any negative findings and implementation progress reports shall be made available to the State upon request; and iv. Privacy provisions of the Federal Privacy Act of 1974; 3) Compliance with industry standards and guidelines applicable to the SaaS services being provided. Relevant security provisions may include, but are not limited to: Health Insurance Portability and Accountability Act of 1996, IRS 1075, Health Information Technology for Economic and Clinical (HITECH) Act, Criminal Justice Information Services (CJIS) Security Policy, Social Security Administration (SSA) Electronic Information Exchange Security Requirements, and the Payment Card Industry (PCI) Data Security Standard (DSS) as well as their associated Cloud Computing Guidelines. b) Contractor shall implement and maintain all appropriate administrative, physical, technical and procedural safeguards in accordance with section a) above at all times during the term of this Contract to secure such Data from Data Breach, protect the Data and the SaaS from hacks, introduction of viruses, disabling devices, malware and other forms of malicious or inadvertent acts that can disrupt the State’s access to its Data. c) Contractor shall allow the State reasonable access to SaaS security logs, latency statistics, and other related SaaS security data that affect this Contract and the State’s Data, at no cost to the State. d) Contractor assumes responsibility for the security and confidentiality of the Data under its control. e) No Data shall be copied, modified, destroyed or deleted by Contractor other than for normal operation or maintenance of SaaS during the Contract period without prior written notice to and written approval by the State. f) Remote access to Data from outside the continental United States, including remote access to Data by authorized SaaS support staff in identified support centers, is prohibited unless approved in advance in writing by: 1) the Agency Information Security Officer, with written notice to the State Chief Information Security Officer, or 2) in the absence of an Agency Information Security Officer, the State Chief Information Security Officer. 5. ENCRYPTION: Confidential, sensitive or personal information shall be encrypted in accordance with California State Administrative Manual 5350.1 and California Statewide Information Management Manual 5305-A. 6. DATA LOCATION: Unless otherwise stated in the Statement of Work and approved in advance in writing by: 1) the Agency Information Security Officer, with written notice to the State Chief Information Security Officer, or 2) in the absence of an Agency Information Security Officer, the State Chief Information Security Officer, the physical location of Contractor’s data center where the Data is stored shall be within the continental United States. 7. RIGHTS TO DATA: The parties agree that as between them, all rights, including all intellectual property rights, in and to Data shall remain the exclusive property of the State, and Contractor has a limited, non-exclusive license to access and use the Data as provided to Contractor solely for performing its obligations under the Contract. Nothing herein shall be construed to confer any license or right to the Data, including user tracking and exception Data within the system, by implication, estoppel or otherwise, under copyright or other intellectual property rights, to any third party. Unauthorized use of Data by Contractor or third parties is prohibited. For the purposes of this requirement, Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 4 rev. 03/15/18 the phrase “unauthorized use” means the data mining or processing of data, stored or transmitted by the service, for unrelated commercial purposes, advertising or advertising-related purposes, or for any other purpose other than security or service delivery analysis that is not explicitly authorized. 8. TRANSITION PERIOD: a) Unless otherwise stated in the SOW, for ninety (90) days prior to the expiration date of this Contract, or upon notice of termination of this Contract, Contractor shall assist the State in extracting and/or transitioning all Data in the format determined by the State (“Transition Period”). b) The Transition Period may be modified in the SOW or as agreed upon in writing by the parties in a contract amendment. c) During the Transition Period, SaaS and Data access shall continue to be made available to the State without alteration. d) Contractor agrees to compensate the State for damages or losses the State incurs as a result of Contractor’s failure to comply with this section in accordance with the Limitation of Liability provision set forth in the General Provisions - Information Technology. e) Unless otherwise stated in the SOW, the Contractor shall permanently destroy or render inaccessible any portion of the Data in Contractor’s and/or subcontractor’s possession or control following the expiration of all obligations in this section. Within thirty (30) days, Contractor shall issue a written statement to the State confirming the destruction or inaccessibility of the State’s Data. f) The State at its option, may purchase additional transition services as agreed upon in the SOW. 9. DATA BREACH: Unless otherwise stated in the Statement of Work, a) Upon discovery or reasonable belief of any Data Breach, Contractor shall notify the State by the fastest means available and also in writing, with additional notification provided to the Chief Information Security Officer or designee of the contracting agency. Contractor shall provide such notification within forty-eight (48) hours after Contractor reasonably believes there has been such a Data Breach. Contractor’s notification shall identify: 1) The nature of the Data Breach; 2) The Data accessed, used or disclosed; 3) The person(s) who accessed, used, disclosed and/or received Data (if known); 4) What Contractor has done or will do to quarantine and mitigate the Data Breach; and 5) What corrective action Contractor has taken or will take to prevent future Data Breaches. b) Contractor will provide daily updates, or more frequently if required by the State, regarding findings and actions performed by Contractor until the Data Breach has been effectively resolved to the State’s satisfaction. c) Contractor shall quarantine the Data Breach, ensure secure access to Data, and repair SaaS as needed in accordance with the SLA. Failure to do so may result in the State exercising its options for assessing damages or other remedies under this Contract. d) Notwithstanding anything to the contrary in the General Provisions - Information Technology, in performing services under this Contract, and to the extent authorized by the State in the Statement of Work, Contractor may be permitted by the State to use systems, or may be granted access to the State systems, which store, transmit or process State owned, licensed or maintained computerized Data consisting of personal information, as defined by Civil Code Section 1798.29 (g). If the Contractor causes or knowingly experiences a breach of the security of such Data, Contractor shall immediately report any breach of security of such system to the State following discovery or notification of the breach in the security of such Data. The State’s Chief Information Security Officer, or designee, shall determine whether notification to the individuals whose Data has been lost or breached is appropriate. If personal information of any resident of California was, or is reasonably believed to have been acquired by an unauthorized person as a result of a Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 5 rev. 03/15/18 security breach of such system and Data that is not due to the fault of the State or any person or entity under the control of the State, Contractor shall bear any and all costs associated with the State’s notification obligations and other obligations set forth in Civil Code Section 1798.29 (d) as well as the cost of credit monitoring, subject to the dollar limitation, if any, agreed to by the State and Contractor in the applicable Statement of Work. These costs may include, but are not limited to staff time, material costs, postage, media announcements, and other identifiable costs associated with the breach of the security of such personal information. e) Contractor shall conduct an investigation of the Data Breach and shall share the report of the investigation with the State. The State and/or its authorized agents shall have the right to lead (if required by law) or participate in the investigation. Contractor shall cooperate fully with the State, its agents and law enforcement. 10. DISASTER RECOVERY/BUSINESS CONTINUITY: Unless otherwise stated in the Statement of Work, a) In the event of disaster or catastrophic failure that results in significant Data loss or extended loss of access to Data, Contractor shall notify the State by the fastest means available and also in writing, with additional notification provided to the Chief Information Security Officer or designee of the contracting agency. Contractor shall provide such notification within twenty-four (24) hours after Contractor reasonably believes there has been such a disaster or catastrophic failure. In the notification, Contactor shall inform the State of: 1) The scale and quantity of the Data loss; 2) What Contractor has done or will do to recover the Data and mitigate any deleterious effect of the Data loss; and 3) What corrective action Contractor has taken or will take to prevent future Data loss. 4) If Contractor fails to respond immediately and remedy the failure, the State may exercise its options for assessing damages or other remedies under this Contract. b) Contractor shall restore continuity of SaaS, restore Data in accordance with the RPO and RTO as set forth in the SLA, restore accessibility of Data, and repair SaaS as needed to meet the performance requirements stated in the SLA. Failure to do so may result in the State exercising its options for assessing damages or other remedies under this Contract. c) Contractor shall conduct an investigation of the disaster or catastrophic failure and shall share the report of the investigation with the State. The State and/or its authorized agents shall have the right to lead (if required by law) or participate in the investigation. Contractor shall cooperate fully with the State, its agents and law enforcement. 11. EXAMINATION AND AUDIT: In addition to the Examination and Audit provision set forth in the General Provisions - Information Technology, unless otherwise stated in the Statement of Work: a) Upon advance written request, Contractor agrees that the State or its designated representative shall have access to Contractor’s SaaS, operational documentation, records and databases, including online inspections, that relate to the SaaS purchased by the State. b) The online inspection shall allow the State, its authorized agents, or a mutually acceptable third party to test that controls are in place and working as intended. Tests may include, but not be limited to, the following: 1) Operating system/network vulnerability scans, 2) Web application vulnerability scans, 3) Database application vulnerability scans, and 4) Any other scans to be performed by the State or representatives on behalf of the State. c) After any significant Data loss or Data Breach or as a result of any disaster or catastrophic failure, Contractor will at its expense have an independent, industry-recognized, State-approved third party perform an information security audit. The audit results shall be shared with the State within seven (7) days of Contractor’s receipt of such results. Upon Contractor receiving the results of the audit, Contractor will Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 6 rev. 03/15/18 provide the State with written evidence of planned remediation within thirty (30) days and promptly modify its security measures in order to meet its obligations under this Contract. 12. DISCOVERY: Contractor shall promptly notify the State upon receipt of any requests which in any way might reasonably require access to the Data of the State or the State's use of the SaaS. Contractor shall notify the State by the fastest means available and also in writing, with additional notification provided to the Chief Information Security Officer or designee of the contracting agency, unless prohibited by law from providing such notification. Contractor shall provide such notification within forty-eight (48) hours after Contractor receives the request. Contractor shall not respond to subpoenas, service of process, Public Records Act requests, and other legal requests directed at Contractor regarding this Contract without first notifying the State unless prohibited by law from providing such notification. Contractor agrees to provide its intended responses to the State with adequate time for the State to review, revise and, if necessary, seek a protective order in a court of competent jurisdiction. Contractor shall not respond to legal requests directed at the State unless authorized in writing to do so by the State. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 1 of 36 Question and Answer (Q&A) Set #1 Item Section Bidder Request State’s Response 1-1 2.1.1 There are many 'shall', 'must', and 'will' statements listed in Section 3: Bidding Requirements that are not included in either the Narrative document or the Technical Questionnaire. In what document should Bidders provide answers to all of the other technical requirements? For example, the 'shall' & 'will' requirements in 3.3 Technical Requirements, 3.3.1 Proposed Products (M), 3.31.1 General Requirements (M) Bidder's signature on Exhibit 8.3, Agreement Cover Letter will be considered the Bidder's agreement to all mandatory RFP requirements. Refer to RFP Section 2.1.3, Mandatory Requirements, and RFP Section 2.3.4.5, Signature of Proposals. 1-2 2.1.3 It is probable that all bidders will be unable to meet at least one of the mandatory requirements and nearly certain that all bidders will be unable to meet all the mandatory requirements on the submission date. Is there a mechanism for indicating which of the mandatory requirements are able to be met on the date of submission, which will require additional time/work and which, if any, cannot be met? All mandatory requirements must be met at the time of award. Bidders may request a change to the RFP in accordance with RFP Section 2.2.5, Request to Change the Requirements of the RFP. 1-3 2.4.2 If contractor has requested alterations to the proposed contract included in the solicitation document, what is the process for submitting such requested alterations? Bidders may request a change to the RFP in accordance with RFP Section 2.2.5, Request to Change the Requirements of the RFP. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 2 of 36 Item Section Bidder Request State’s Response 1-4 3.3.1 Will you accept a combination of OEM quality hardware connected, but using both data from the OEM computer on the vehicle and the telematics box? If that data is supplied via OEM embedded technology then that is where the data should be acquired, conversely if that data is supplied by an aftermarket device then that is where the data should be acquired. Yes, we will accept a combination of data. 1-5 3.3.1 How are the integration monthly service charges to be quoted? Can it be assumed that an API feed is sufficient to facilitate the "integration", or is the vendor required to build a custom integration for each service (asset works, Maximo, others)? It's up to the vendor to build the necessary integration with other databases as required by ordering agencies. Ordering agency will pay cost of software. 1-6 3.3.1.1 C If the State is requesting the ability to request upgrades, under mandatory Requirement 3.3.1.1.C. (Page 19, Event 0000005635 pdf), that surpass the original scope/function of the device(s) that are being placed, this may be interpreted as an unfair business practice. The State expects Telemetry and GPS Systems and associated products to be periodically updated as technology ch anges. All updated equipment shall be within the scope of the resulting contract. 1-7 3.3.1.1 C With regards to section 3.3.1.1 C - Can the state provide more details on the expectation regarding an agency’s ability to require new hardware be supplied? This request will assist Contractors with pricing the service accurately as we will better be able to assess the risk of an agency requiring new hardware and how frequently this could occur The State expects to have upgraded equipment as needed. Bidders should be able to anticipate how often equipment updates occur based upon their experience in the industry. Removed "at no additional cost to the ordering agency.” Please see RFP 0000005635 Addendum 5. Section 3.3.1.1. General Requirements, for change. When a new version or generation of hardware becomes available through the contractor, the ordering agency will have to option to purchase that new improved device or technology. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 3 of 36 Item Section Bidder Request State’s Response 1-8 3.3.1.1 C Please provide further definition or clarification concerning “upgraded equipment” as referred to in mandatory Requirement 3.3.1.1.C. (page 19, Event_0000005635 pdf). Is the State referring to upgraded equipment that is similar in scope/function to the original device and required by technology changes or cellular communication systems If so, please clarify the wording of mandatory Requirement 3.3.1.1.C.? The State expects to have upgraded equipment as needed. Bidders should be able to anticipate how often equipment updates occur based upon their experience in the industry. Removed "at no additional cost to the ordering agency.” Please see RFP 0000005635 Addendum 5. Section 3.3.1.1 General Requirements, for change. When a new version or generation of hardware becomes available through the contractor, the ordering agency will have to option to purchase that new improved device or technology. 1-9 3.3.1.1 e What is the time period (duration) that Data related to the inactive fleet asset must be available in the Application with all reporting functionality? Data shall be available for retrieval for a minimum two (2) rolling years as stated in RFP Section 3.3.5 Data Storage Services (F). 1-10 3.3.1.1 F What is considered most technically advanced? Is LTE part of this definition? Yes, LTE is considered technically advanced. The State expects the latest and most technically advanced model available from the Contractor. 1-11 3.3.1.1 J Requirement J states “The solution shall enable Active Directory (AD) / Active Directory Federation Services (ADFS) integration.” Please provide a clear definition of Active Directory? Does the state want to integrate their AD with telematics logins through SAML? Please see Addendum 5 Section 3.3.1.1 J. General Requirements. The solution shall enable role based access control. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 4 of 36 Item Section Bidder Request State’s Response 1-12 3.3.1.1 J Is the purpose of Active Directory Federation Services (ADFS) to provide single sign-on access to Fleet Management system? Will CA DGS accept other methods of single sign-on access? If the Contractor can provide SSO features under SAML 2.0 standard for exchanging authentication and authorization data between security domains. Please see Addendum 5 Section 3.3.1.1 J. General Requirements. The solution shall enable role based access control. 1-13 3.3.1.2 How many motorcycles do you have in your fleet – even an approximate number would be helpful. There are 893 assets identified as motorcycles in the state fleet. Please note, these include both on-road and off-road motorcycles and may include ATVs and Snow mobiles. 1-14 3.3.1.2 Motorcycles do not have an ODBII port and will need to use something other than a GPS tracking unit that plugs into the ODBII port. Please confirm. We realize that most motorcycles do not have an OBD port and therefore will be equipped with alternative harness configurations. This type of installation is acceptable. Please see RFP 0000005635 Addendum 5. Section 3.3.1.2 Asset Categories Defined. 1-15 3.3.1.2 Some of the data required by the State cannot be collected by the CAN-bus connector. Is serial data connection an acceptable method for the state to gather data from specialized equipment such as material controllers onboard of Snow Plow Trucks? Where CAN-bus information is available, the contractor will supply the data via the connection. If the information is not available on the CAN-bus serial data is acceptable. Please see RFP 0000005635 Addendum 5. Section 3.3.1.2. Asset Categories Defined. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 5 of 36 Item Section Bidder Request State’s Response 1-16 3.3.2 It states that contractors shall provide a solution for areas without the ability to transmit data. Does this mean the solution needs to be able to transmit data in 100% of the areas that the vehicles/assets can travel through, or does this mean each state agency site needs to have a means of data transmission? Our solution uses cellular data and the cellular data provider can have areas with coverage issues. What is our responsibility in those low coverage areas? The contractor is required to provide cellular, satellite. Bidder will receive points if WI-FI is offered. 1-17 3.3.3.2 Are all the parameters needed in order to meet the technical requirements? All requirements listed in RFP Section 3.3.3, In-Asset Data Requirements shall be met at time of bid submission and will be evaluated during the proof of concept period. 1-18 3.3.3.3 With regards to section 3.3.3.3 - What is the maximum data gathering rate required for the device storage analysis? Maximum data gathering rate is based on device configuration settings. The evaluation should be based on the highest or greatest data gathering rate for which the proposed device is configurable. 1-19 3.3.4 Would you consider a barcode option instead? The cards are much less expensive? No, a barcode will not be an option. 1-20 3.3.4 Would you consider a more affordable option that does not use RFID technology? Yes, If the option is not ibutton and is a form of proximity or quick identifier. Please see RFP 0000005635 Addendum 5. Section 3.3.4 C. In Asset Hardware Requirements. 1-21 3.3.4 Do you have RFID cards for your employees today? If not, what does the RFID reader read? No we do not have RFID. It will read the Operator ID. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 6 of 36 Item Section Bidder Request State’s Response 1-22 3.3.4 If hardware exists, is made available, or added from an OEM, which collects the requisite data required under the RFP, but is however not made available to the chosen contractor, Will the requirement to remove 3rd party hardware still be required? Yes, the ordering agency can request to have the hardware removed. 1-23 3.3.4 With regards to section 3.3.4 - Can the state confirm that some assets and operators fall under the Federal Motor Carrier Standards (FMCS) for DVIR and Electronic Logging Device (ELD) and are NOT exempt from the regulation? If not exempt, can the state provide details on the number of vehicles / operators who require this functionality? It is mandatory. Numbers provided are approximate based on staffing. 1-24 3.3.4 C Please clarify the requirement for RFID for asset operator ID (3.3.4.C). Is the system required to read existing state issued RFID cards and if so, what is the type and encoding of these existing RFID cards? Will all vehicles and assets require operator RFID, and if not, this needs to be a separate line item in the Cost Worksheet? Currently, there are no standardized employee access cards and some form of RFID would need to be provided. Not all assets require operator identification, so would not need operator ID. 3.3.4 c and 3.3.10 refer to and deal with the hardware required to identify operators. 3.3.7.11 has to do with the reporting of driver id. 1-25 3.3.4 C Please clarify how the required asset operator RFID (3.3.4.C) is related to the optional Key Fob (3.3.7.11 and 3.3.10) specification as this is unclear if these are meant to be the same or different. Key Fob Report could also be named the operator not identified report and needs to show trips without the operato r identified, by whatever method is used for identifying operator. For non-core catalog items, no this is not the same thing. Agencies may choose to use a different method to identify operators. All operators are required to have a RFID device prior to operating state vehicles as defined in CCR 559.807 Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 7 of 36 Item Section Bidder Request State’s Response 1-26 3.3.4 H With regards to section 3.3.4 - To confirm, is it the State’s intent to empower and require the successful Contractor to identify all vehicles using inferred odometer readings and certify accuracy by physical inspection or other means on an annual basis? Yes, that is correct. 1-27 3.3.4 L Please provide more detail and use case on the “Fueling system RFID” (3.3.4.L) requirement. Can this be made optional? There does not appear to be a line item for this in the Cost Worksheet. Yes, the RFID Fueling is optional. Please see RFP 0000005635 Addendum 5. Section 3.3.4 L. In Asset Hardware Requirements. 1-28 3.3.4 L Please provide further explanation regarding “Fueling system RFID” included in the State’s mandatory Requirement 3.3.4.L. (page 25, Event_0000005635 pdf) Does the State have an existing fueling system? If so, please provide specifics about the existing system (e.g., name, etc.) and how the State is looking to incorporate the system. If not, please provide additional clarification for this requirement Yes, Caltrans currently has an existing fueling system but it does not have RFID. Please see RFP 0000005635 Addendum 5. Section 3.3.4 L. In Asset Hardware Requirements. 1-29 3.3.4 M Please expand on how many and which vehicles will require DVIR and ELD functionality (3.3.4.M). Can this be made optional? There does not appear to be a line item for this in the Cost Worksheet. Please see Exhibit 8.23 for a partial list of assets. This is mandatory item. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 8 of 36 Item Section Bidder Request State’s Response 1-30 3.3.4.2 Satellite modem plans are generally used in vehicles. Is there a requirement for non-powered assets to be equipped with the ability to transmit data via satellite modem? Our understanding is that satellite technology for non-self- propelled assets is currently not available in industry. If and when, the technology becomes available the state expects the contractor to provide relate hardware and services and associated cost work sheet. Each ordering agency will have opt in or out option per asset. Satellite will be removed from Exhibit 8.23 Cost Worksheet non-self-propelled assets. 1-31 3.3.4.2 Is there a strict requirement for the GPS device to be equipped with solar panels to facilitate charging of internal battery? The state is willing to accept GPS devices without solar panels provided the contractor ensures device reporting and data transmission integrity for the life of the device or any replacement device. Please see RFP 0000005635 Addendum 5. Section 3.3.4.2. Non Self Propelled. 1-32 3.3.4.2 For the requirement above, would you consider an option for a self-contained tracking device, with a built-in battery that will last 5-7 years? It will be less expensive and less likely to be stolen or sabotaged since they can be installed in a hidden/discrete location on the roadside sign Yes, provided the device reports for the advertised life expectancy with the device configured to the maximum report rate. If the device fails prior to advertised life expectation, the contractor would be responsible to identify, locate and repair device regardless of location within the State within 5 business days of failure. Please see RFP 0000005635 Addendum 5. Section 3.3.4.2. Non Self Propelled. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 9 of 36 Item Section Bidder Request State’s Response 1-33 3.3.4.2 This section describes that for assets that do not have electrical systems it still needs to report on hours of use. Does the system need to account for all usage of the equipment, or only account for usage when the device is doing a periodic check- in? Since this scenario is using a device that is not powered without power feeding in is this requirement really asking for this self -powered device to always be able to run on its own battery for 3 years? Yes, provided the device reports for the advertised life expectancy with the device configured to the maximum report rate. If the device fails prior to advertised life expectation, the contractor would be responsible to identify, locate and repair device regardless of location within the State within 5 business days of failure. Please see RFP 0000005635 Addendum 5. Section 3.3.4.2. Non Self Propelled. 1-34 3.3.4.2 We need an understanding of what exactly the non-self-propelled units are in order to understand the type of device to quote. We need to know if the devices receive power or do not receive power. Please see RFP 0000005635 Addendum 5. Section 3.3.4.2. Non Self Propelled. 1-35 3.3.4.3 This section lists several bullets. Please explain/elaborate on the following: · Collect real-time data necessary to support cost savings for winter maintenance compatible with Clear Roads or equivalent communication protocol. Provide video feed of winter maintenance activities This section also lists several bullets under the “Provide real-time PTO.” Please provide more detail of what you would like to see and how. Especially speak to “Forward and rear facing video feeds.” AVL “Fully Integrated with Sander Control” is the way Clear Roads describes it. Forward looking camera to be able to view for both internal web site and eventually public facing web site. Rear facing camera need to be able to focus on two different angles: (1) Assist with truck backing. (2) View sander spreader functions for proper material distribution. Video feed/data must be suitable for real time video streaming protocol to transmit high bandwidth data through the communication system. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 10 of 36 Item Section Bidder Request State’s Response 1-36 3.3.4.3 The State mentions that the GPS device needs to collect real-time data necessary to support cost savings for winter maintenance compatible with Clear Roads “CR 14-04 Plug and Play” or equivalent communication protocol. Numerous equipment installed on winter maintenance vehicles such as salt trucks have proprietary technologies to connect and gather data. Will the State accept a solution where the contractor gathers all the information from the material spreader controllers and provide them in a standardized format? Yes, as long as the minimum data points are met and the standardized format allow for exporting to other data rendering applications such as Excel or Access. A data stream is still required for mapping, GIS, etc. 1-37 3.3.4.3 With regards to section 3.3.4.3 - Can the state elaborate on the requirement that the AVL solution provide Video Feeds of winter maintenance activities? Specifically, are video recorders currently deployed on winter operations vehicles? If so, can the state supply information on the make / model / and vendor who has supplied the video recorders? We do not have any video recording equipment on any of our fleet. We are requesting "Best-Available" video technology in regards to the video equipment, software and cloud-based storage. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 11 of 36 Item Section Bidder Request State’s Response 1-38 3.3.4.3 Please expand and provide a use case on the option for “compatible with Clear Roads “CR 14- 04 Plug and Play” (3.3.4.3) We are requesting similar technologies used by other states participating in the Clear Roads Organization. Such as: Apollo Technology Provision USA Eye Ride • Sander usage data gathered from the spreader control to include: spreader rate, time stamp on usage, total amount used, designate between wet and dry materials. • Atmospheric conditions to include: outside temperature, road temperature. • Forward facing camera for internal use, forward facing camera for eventual public viewing on department web site. • Rear facing camera for material observation and backing assistance. Screen for operator viewing for rear f acing camera should be part of a multifunction screen that will convey all MDSS functions for driver access, including electronic driver login. • System to capture and store data. This system needs to be able to communicate with present Caltrans operating systems, such as but limited to: IMMS, Asset Works, Quickmap. This data needs to be reviewed to support and stream line our MDSS procedures. Other States across the nation have proven that reviewing and comparing material usage data, material delivery systems effectiveness in conjunction with real time temperature data, can significantly reduce materials/chemical usage and maintain an acceptable level of service. Rearview Safety The video recording will be continuous and/or event-based depending on the needs of the participating agency. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 12 of 36 Item Section Bidder Request State’s Response 1-39 3.3.4.3 Please provide quantities and manufacture/model of the video camera system providing the video feed. Please expand on the use case and expectation for the video data feed option- where is it stored, viewed, etc. (3.3.4.3 and 7.5). Please confirm this is an option and should be priced in the non-core catalog options of the Cost Worksheet. We are requesting video equipment and service with similar features to the following providers: Apollo Technology Provision USA Eye Ride Rearview Safety The video recording will be continuous and/or event-based depending on the needs of the participating agency. 1-40 3.3.4.3 Can the State provide examples of what is considered highway maintenance activities? This will help us provide a better solution. • Sander usage data gathered from the spreader control to include: spreader rate, time stamp on usage, total amount used, designate between wet and dry materials. • Atmospheric conditions to include: outside temperature, road temperature. • Forward facing camera for internal use, forward facing camera for eventual public viewing on department web site. • Rear facing camera for material observation and backing assistance. Screen for operator viewing for rear facing camera should be part of a multifunction screen that will convey all MDSS functions for driver access, including electronic driver login. • System to capture and store data. This system needs to be able to communicate with present Caltrans operating systems, such as but limited to: IMMS, Asset Works, Quickmap. This data needs to be reviewed to support and stream line our MDSS procedures. Other States across the nation have proven that reviewing and comparing material usage data, material delivery systems effectiveness in conjunction with real time temperature data, can significantly reduce materials/chemical usage and maintain an acceptable level of service. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 13 of 36 Item Section Bidder Request State’s Response 1-41 3.3.4.3 Are all the parameters needed in order to meet the technical requirements? Yes, all requirements labeled Mandatory (M) must be met to be technically compliant. 1-42 3.3.4.3 Can the state specify what is defined as ‘Wiper operation’? Is it an alert to let the fleet manager know that the windshield wiper is activated? Yes, it is an alert to fleet manager that the windshield wiper is activated in continuous or intermittent wiper operation. 1-43 3.3.4.3 Please clarify the POC requirements versus options as there are items in the POC (7.5) that were listed as optional in the specifications (3.3.4.3). Such as: snow plow, serial sensors, video cameras, etc.) RFP Section 3.3.4.3, Automated Video Location is a mandatory requirement, not optional. 1-44 3.3.4.3 Can the State confirm that the following point, listed under mandatory Requirement 3.3.4.3? (Page 26, Event 0000005635 pdf), is a finalized protocol? Collect real-time data necessary to support cost savings for winter maintenance compatible with Clear Roads “CR 14-04 Plug and Play” or equivalent communication protocol. Clear Roads is not a finalized protocol. 1-45 3.3.4.3 Please provide definition for the following point listed under mandatory Requirement 3.3.4.3. (page 26, Event 0000005635 pdf) Is the State referring to windshield wipers? Please provide explanation behind this requirement. a. Wiper operation Yes, it is an alert to fleet manager that the windshield wiper is activated in continuous or intermittent wiper operation. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 14 of 36 Item Section Bidder Request State’s Response 1-46 3.3.4.3 Please clarify line: “Contain serial ports for Power Take Off (PTO) inputs”. PTO can typically be monitored with a simple I/O sensor. Serial ports are typically for capturing a data feed. The "Power Take Off" Referenced in the RFP Section 3.3.4.3, Automated Vehicle Location, relates to the speed and/or pressure that a PTO is operating at. For example, calculating the output of a tailgate spreader will require the PTO speed and/or pressure while it's operating. Simply knowing the operational status of the PTO (I/O sensor) isn't sufficient for our needs. 1-47 3.3.4.3 If the State is referring to windshield wipers, a third-party integration would be required. Is this allowable? Yes, third-party integration is allowed. 1-48 3.3.4.3 In regard to mandatory Requirement 3.3.4.3. (Page 26, Event_0000005635 pdf), we would like additional clarification around what’s described as a “live video feed.” Is it the State’s expectation that video from these vehicles be live at all times, on a constant streaming video feed? Or, is the State considering cameras that provide event driven video which may be viewed, played-back or stored? If a constant, live video stream is a requirement, can the State confirm that budget is in place to accommodate a data plan that would support live video streaming? The data plan that supports the proposed telematics solution (at no additional cost to the customer) cannot be used with a live streaming solution. Streaming video would require additional data plans (and cost) to be part of the solution. Yes. Live stream within the application. Unlimited data is required. Please see RFP 0000005635 Addendum 5. Section 3.3.2. In-Asset Data Services Requirements. 1-49 3.3.4.3 Does the State require Hours of Service (HOS)? Please see RFP 0000005635 Addendum 5. Section 3.3.4.3 Automated Vehicle Location (AVL). www.fmcsa.dot.gov/hours-service/elds/electronic-logging-devices Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 15 of 36 Item Section Bidder Request State’s Response 1-50 3.3.4.3 Does the video feed need to be real time? how much video needs to be provided at a time? The video feed will be dependent upon on the needs of the participating agency. Caltrans is requesting varying levels of video feed from live stream, to delays of up to 10 minutes. 1-51 3.3.4.4 Please provide use cases for this capability for RFID in RFP Section 3.3.4.4 Vehicle RFID (NMS). Prisons do not allow transmissions to leave the area of the prison and there are vehicles that operate exclusively within the prison grounds. 1-52 3.3.4.4 Please explain in more detail and provide a use case for the Vehicle RFID specification (3.3.4.4 and 6.3.8). Where and what is the infrastructure and backend that supports this? How is the data interfaced with the vendor system? Which vehicles and groups does this apply to? Prisons do not allow transmissions to leave the area of the prison and there are vehicles that operate exclusively within the prison grounds. Infrastructure and backend supports, data interface would all need to be determined between vendor and ordering agency. 1-53 3.3.5 Section 3.3.5 calls for the vendor to provide a Data Warehouse as part of the requirements. Is an application database sufficient for this requirement, or is DGS interested in a completely separate data warehouse? The State requires a separate data warehouse. 1-54 3.3.5 F Please provide additional clarification or further explanation of “…all data produced…” as included in mandatory Requirement 3.3.5.F. (page 28, Event 0000005635 pdf). Does the State require that diagnostic data, logs, etc. be retained in addition to GPS positioning data, odometer data, etc.? Yes, the State requires "all data produced", which include diagnostic data, logs, etc. be retained in addition to GPS positioning data, odometer data, etc. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 16 of 36 Item Section Bidder Request State’s Response 1-55 3.3.5 G In reference to mandatory Requirement 3.3.5.G. (page 28, Event_0000005635 pdf), is it permissible to store data in NoSQL or In-Memory databases (i.e., not limited to relational)? Please see Addendum 5. Section 3.3.5 G. Data Storage Services. 1-56 3.3.5 M Please clarify what the State means in 3.3.5(M). Does the State require the ability to mirror a database on a separate physical platform in a different location? Does the State require the ability to stream data into multiple databases? Both? It means that instead of the data being directed to a contractor data warehouse, the State may require the data be sent to a data warehouse of their choice. The data would be stored on State owned servers (or server system of their choice) and the processes for the web user interface and reporting functions being run in a contractor or State Cloud. The State may require data streaming into multiple databases at its discretion. 1-57 3.3.6 A Please clarify what type of data the State is seeking to collect every one (1) second as included in mandatory Requirement 3.3.6.A. (page 29, Event_0000005635 pdf). It refers to All available data outputs from the vehicle, GPS device and accessory sensors (AVL...) 1-58 3.3.6 G With regards to 3.3.6 - The RFP states the ‘maximum 30 second delay’. Is it the State’s intent that ALL vehicles report their location at least every 30 seconds and perhaps in more frequent intervals OR is this requirement that the most frequent reporting level required by state agencies will be 30 seconds and perhaps in less frequent intervals? No, the 30 second delay refers to live tracking in the application not ping or event base. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 17 of 36 Item Section Bidder Request State’s Response 1-59 3.3.6 G To avoid potential limitations while running reports, the State may wish to consider setting reporting intervals by vehicle type/group/usage standpoints instead of requesting 30-second reporting intervals as included under mandatory Requirement 3.3.6.G. (page 29, Event_0000005635 pdf). The 30 second delay refers to live tracking in the application not ping or event base. 1-60 3.3.6 J Please elaborate the requirement for the following parameter: 'Public Geofence Creation'? Public in this reference means any user of the application can see the Geofence. 1-60 3.3.6 K For requirement K, explain what the state expects with 1 click. The pre-filled or populated template can be selected based on hierarchy by 1 click of a "radio button". 1-61 3.3.6 L Requirement L states “Provisions to mask certain data points, such as operator and location, will be available based on user hierarchy.” Please clarify the meaning of mask certain data points? Certain data is only visible based on user's position in hierarchy. 1-62 3.3.6 O Please clarify what the State means by "standard" and "complex" processes in 3.3.6(O). Please provide an example of each. Examples of Standard processes: Bringing up the profile of an Asset within the web user interface. Bringing up the current location within the web user interface. Showing on a map the last week of movement for an asset within the web user interface. Logging into the web user interface. Example of a Complex process: Running a report for a month of data within the web user interface. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 18 of 36 Item Section Bidder Request State’s Response 1-63 3.3.6 S Please define the use case for having a ‘Public' and 'private' geofence. Private geofences will be geofences around private and confidential addresses, like home addresses. Public geofences can be seen by all employees, and have no confidential information. 1-64 3.3.6 Z Requirement Z states “ Application will provide Quick Response (QR) Code label creation and print functionality, including but not limited to, the following data points: -Asset Identification number -VIN -Year/Make/Model -Telemetry Harness Type and part number -Telemetry/GPS device model and serial number -Installation type Please clarify what is meant by label creation and print functionality as it relates to telematics? Reduce manual input for vehicle data and associated installed device information, for both the contractor system and client system. State is open to alternatives that ensure accurate device/assets association. Please See Addendum 5 RFP Section 3.3.6 Z. Enterprise-Level Web Based Data Application (Application). 1-65 3.3.6 Z Please explain the task that the State wishes to accomplish with the requirement set out in section 3.3.6(Z). Is the State open to alternative methods of accomplishing this task? Reduce manual input for vehicle data and associated installed device information, for both the contractor system and client system. State is open to alternatives that ensure accurate device/assets association. Please See Addendum 5 RFP Section 3.3.6 Z. Enterprise-Level Web Based Data Application (Application). 1-66 3.3.6 Z Please explain and provide use case for the QR Code labels. (3.3.6.Z) Can this be made an option QR Codes will eliminate the need for manual entry and ensure data integrity. Please See Addendum 5 RFP Section 3.3.6 Z. Enterprise-Level Web Based Data Application (Application). Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 19 of 36 Item Section Bidder Request State’s Response 1-67 3.3.6.1 Please clarify that this does not apply to web applications? No, this does not apply to web applications. 1-68 3.3.6.1 How will the State consider mobile applications larger than 19 MB? A Mobile App size larger than 19 MB will not meet the requirement and will not be scored. 1-69 3.3.7.1 "The Contractor is responsible for identifying gaps in data. All gaps in data will be investigated an d acted upon by the Contractor to minimize impact to the ordering agency." Are you expecting the contractor to monitor your data or are you expecting the contractor to investigate gaps in data when reported by the state? The Contractor should be monitoring their system for data gaps. For example, if a contractor device stops reporting data, the contractor should be able to identify the device, investigate why the device is not reporting, and offer a solution. Alternatively, if there is an issue with the data exchange from the client system to the contractor system, the contractor should be able to identify the issues with the process that is stopping the data exchange. This is primarily for non-reporting GPS devices due to functional error or gaps in coverage. 1-70 3.3.7.1 Do agencies within the State utilize services from GIS platforms like ESRI ArcGIS for hosting map data? Yes, that is correct. 1-71 3.3.7.1 The requirement states "The Contractor is responsible for identifying gaps in data" Please clarify the responsibility? It is understood that the contractor is responsible for finding the root cause of any data gaps once reported by the agency" The Contractor should be monitoring their system for data gaps. For example, if a contractor device stops reporting data, the contractor should be able to identify the device, investigate why the device is not reporting, and offer a solution. Alternatively, if there is an issue with the data exchange from the client system to the contractor system, the contractor should be able to identify the issues with the process that is stopping the data exchange. This is primarily for non-reporting GPS devices due to functional error or gaps in coverage. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 20 of 36 Item Section Bidder Request State’s Response 1-72 3.3.7.1 Please provide a definition of “data gap” as included in mandatory Requirement 3.3.7.1? The Contractor should be monitoring their system for data gaps. For example, if a contractor device stops reporting data, the contractor should be able to identify the device, investigate why the device is not reporting, and offer a solution. Alternatively, if there is an issue with the data exchange from the client system to the contractor system, the contractor should be able to identify the issues with the process that is stopping the data exchange. This is primarily for non-reporting GPS devices due to functional error or gaps in coverage. The devices should ping on a regular cycle while the vehicle is running and pinged a minimum of daily when they’re not. Gaps in either ping cycle should be reported. 1-73 3.3.7.1 The requirement states “Overlay maps will load within a ten (10) second timeframe. " Map loading time is depended on many factors which include and not limited to, client computer specs, client internet connect, client internet network and server load. How did the State decide on a 10 second timeframe? Microsoft Attention Span Research Report indicates average attention span is less than 10 seconds. This should be reviewed and responded by the business (Caltrans or OFAM). The business should decide the response time based on the queried number of vehicles and the configuration of the computer and network speed. Maybe Caltrans can provide the benchmark performance criteria based on current GPS vendor's performance. 1-74 3.3.7.2 Does this requirement suggest that all data elements listed shall be available in every single report? This will introduce significant size limitations on reports due to the amount of data. No. Data necessary for reports is scalable based on individual report requirements. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 21 of 36 Item Section Bidder Request State’s Response 1-75 3.3.7.2 What is the difference between Geofence locations and ordering agency defined regions? Geofence locations are areas defined in the contractor's application by authorized ordering agencies users. Order agencies defined regions are geographic areas (city, counties etc.) defined by order agencies. Geofence is an imaginary circle (other shapes) that is drawn around an area. For example, we can geofence a gas station and later determine what vehicles drove to the gas station. 1-76 3.3.7.2 Please clarify what is meant by ordering agency assigned asset attributes. Assigned attributes is a categorization of like asset within the fleet. 1-77 3.3.7.4 Is “Off network" indicating out of cell coverage? Out of cell coverage could be one factor. Other factors may be a device malfunction, a power loss to the device, or the device has been tampered with, etc. 1-78 3.3.7.7 This is a large custom report that will require development. Would the state consider breaking this report from a single report into two or more reports? A single report will be required. 1-79 3.3.7.8 This is a large custom report that will require development. Would the state consider breaking this report from a single report into two or more reports? A single report will be required. 1-80 3.3.7.9 If a subject matter expert is required to attend court, will the State cover all reasonable expenses to do so? Contractor shall provide a subject matter expert to stand behind their data in a court of law if required, at no additional cost to the ordering agency. Please refer to RFP Section 3.3.7.9, Speeding Violation Report. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 22 of 36 Item Section Bidder Request State’s Response 1-81 3.3.7.11 Is there more guidance or examples of what are some precedence of what is acceptable as graph formats for the ordering agency when it comes to reporting on asset operators assigned to trips? The graph format will be determined during the implementation meeting with each ordering agency. 1-82 3.3.7.12 Does the state require the MIL report to contain BAR/CARB program requirements in one report or can two separate reports be provided? Two reports are acceptable. 1-83 3.3.7.12 Please specify what is required by "Comprehensive Component"? This is BAR/CARB OBDII monitor terminology. It consists of the readiness monitors for vehicle to pass smog. 1-84 3.3.7.12 "Please provide clarification on what is required for the requirements -Ineligible – Indicates assets not subject to BAR/CARB smog check" Ineligible per BAR/CARB program requirements and regulations. It is platform dependent. 1-85 3.3.7.13 In regards to reports that may be created as a part of the Contract, if customization is required, will the State agree to pay professional services fees for such customization? All reports will be created as part of the Contract with no additional charges to ordering agency. Please refer to RFP Section 3.3.7.13, Custom Reporting Requirements. 1-86 3.3.8 Please provide a definition of Program Interface as used in 3.3.8. Is the State seeking a GUI with which users interact, a software development kit with APIs or something else? The methodology for the interface would have to be developed with the Contractor and ordering agency's IT division that would allow the bilateral exchange of data between the contractor data warehouse and the ordering agency fleet management software without user interaction (though user imitation of data exchange may be required). As a single ordering agency may have more than one fleet management software, more than one solution may be required. More along the lines of an API. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 23 of 36 Item Section Bidder Request State’s Response 1-87 3.3.8 Can the State provide more detail on the systems that the PI will need to interface with? It will vary between ordering agencies. For Caltrans, some examples are: - GIS Mapping through ESRI - Integrated Maintenance Management System, PeopleSoft, AssetWorks - DGS Fleet Asset Management System - Bureau of Automotive Repair Continuous Testing Program - Data mining vendor systems 1-88 3.3.8 Other than being unidirectional, how is access given to BAR, CTP, and DGS, etc. to be different from other software described in section 3.3.8? The process is the same, the only difference is that BAR & DGS are reporting requirements? 1-89 3.3.8 Please explain what is expected of an integration to “QuickMaps”. Is this an option or a requirement? This is only mentioned in the POC (7.5) and NOT in the Program Interface specification (3.3.8). The new vendor should have a RESTful web service that is fully functional**, highly available, and well supported***. ** Functionality is dependent on what you would like QuickMap and/or other custom built applications to be able to do. In order for us to show vehicles on QuickMap, the web service will need to allow us to: - Request groups. - Request vehicles associated with a group. - Request the location of vehicles in a group. - Request current status information (e.g. speed, direction, location, etc.) about a vehicle. Quick maps integration is mandatory. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 24 of 36 Item Section Bidder Request State’s Response 1-90 3.3.8 A Please clarify the State's expectations regarding 3.3.8(a). Are bidders expected to develop integrations between their solution and the listed software? Is the intent to facilitate data transfer between the listed software via the bidder's solution? Is the intent that the listed software should be able to pull data from the bidder's solution? Bidders are expected to work with ordering agencies to develop solutions to allow data exchanges between the contractor system and the various system listed, along the lines of an API. 1-91 3.3.8 A Is the state looking for the contractor to create connections between the existing systems like the fleet management software, electric vehicle charger network etc. using the PI or does the state require information to flow from the contractor's application to the various systems? Yes, the information shall flow from the Contractor's application to multiple systems. 1-92 3.3.8 A Please provide details on the Ordering agency's fleet management software, electric vehicle charger network, bulk fuel network, commercial fuel network, Employee Identity Software. Who is the current provider of these services? Is there documentation that will outline some technical specifications? This varies between departments. For Caltrans, the providers are: - Integrated Maintenance Management Systems and AssetWorks for Fleet Management - No singular system for chargers - EJ Ward for Bulk Fuel - Voyager for commercial fuel - PeopleSoft for Employee details database - ESRI for GIS mapping. IT or the contract manager of each system will have to provide the specification documents.' Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 25 of 36 Item Section Bidder Request State’s Response 1-93 3.3.8 A What is the reporting frequency requested for the PI to provide one directional, real-time information to the BAR CTP, DGS Office of Fleet Asset Management (OFAM) Fleet Asset Management System (FAMS) and ordering agency ESRI software? Connections will be made when ready. So far Bar is the only functional. Everything else is being developed. 1-94 3.3.8 A Please provide details on the Ordering agency's fleet management software, electric vehicle charger network, bulk fuel network, commercial fuel network, Employee Identity Software. Who is the current provider of these services? Is there documentation that will outline some technical specifications? This varies between departments. For Caltrans, the providers are: - Integrated Maintenance Management Systems and AssetWorks for Fleet Management - No singular system for chargers - EJ Ward for Bulk Fuel - Voyager for commercial fuel - PeopleSoft for Employee details database - ESRI for GIS mapping. The IT or the contract manager of each system will have to provide the specification documents.' 1-95 3.3.9 Is it acceptable for the vendor to be "in the process of achieving NIST 800-53, or have already achieved it"? The process must be completed. 1-96 3.3.9 D In reference to mandatory Requirement 3.3.9.D. (page 38, Event_0000005635 pdf), is unencrypted communication permissible with a protected authorizes boundary (i.e., internal server-to-server communications within a protected AWS VPC)? It depends on the data classification. Internal server-to-server communication within trusted environment does not need to be encrypted, excepted the regulated data (such as undercover VIN). Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 26 of 36 Item Section Bidder Request State’s Response 1-97 3.3.9 J Pursuant to the State Model Cloud Computing Services Special Provisions Section 4(f), remote access to Data from outside the continental United States, including remote access to Data by authorized SaaS support staff in identified support centers, is prohibited unless approved in advance by the State Chief Information Security Officer. Will the Chief Information Security Officer permit remote access to service providers in Canada under this RFP? Access must be in the United States. 1-98 3.3.9.1 Why is the State requiring FIPS 140-2 Level 4, please confirm that Level 1 is not adequate for the State? Level 4 is not a mandatory requirement. Level 1 is acceptable for the State. Please see Event 0000005635 Section 3.3.9.1. Federal Information Processing Standards. 1-99 3.3.9 J Pursuant to the State Model Cloud Computing Services Special Provisions, how is the State classifying their data pursuant to the California State Administrative Manual (SAM) 5305.5? DGS follows Federal Information Processing Standards (FIPS) 199 and State Information Security Program Management Standard SIMM 5305-A for Information System Security Categorization. For more information, please go to https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.199.pdf and https://cdt.ca.gov/wp-content/uploads/2018/01/SIMM- 5305_A_2018-0108.pdf 1-100 3.3.9 J Pursuant to the State Model Cloud Computing Services Special Provisions Section 8, will the State continue to pay for Contractor's expenses during the Transition Period? Ordering agencies will pay for all purchases made against the resulting contract. However, contractor's expenses will not be paid by ordering agencies. 1-101 3.3.10 In section 3.3.10, please define AVL Processor/Interface. The AVL processor/interface acts as an interpreter for AVL information to be transmitted by the GPS/Telemetry device. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 27 of 36 Item Section Bidder Request State’s Response 1-102 3.3.10 Regarding section 3.3.10, please explain the use case for Network Extenders. Network extenders may be necessary in areas of no, or poor cellular reception to enhance data transmission. 1-103 3.3.11 Please define contract discount/term. The contract discounts are provided by the Bidder in Exhibit 8.21, Cost Workbook. The term of the contracts resulting from this RFP will be three (3) years. The contracts will also contain options to extend for seven (7) additional one (1) year periods or portion thereof. 1-104 3.3.11 Please clarify what is meant by alter configuration? "Configuration" is a general term used to mean product, device, system, etc. 1-105 3.5.4 In light of the mandatory ‘Take Back’ provision in section 3.5.4, can the state provide any forward looking guidance on the number of vehicles expected to be outfitted with OEM telematics solutions in the coming 3 years? There is no guarantee of quantities purchased. However, it is anticipated that Caltrans and DGS/OFAM will install Telemetry/GPS systems in a combined total of approximately 25,000 assets. Projected purchases from other ordering agencies is not available at this time. 1-106 3.7 Please clarify who the State is referring to as “OEM” under mandatory-scored Requirement 3.7. Is the State referring to the bidder or referring to the hardware manufacturer? The price list for hardware shall be from the Original Equipment Manufacturer (OEM). Services or subscription will be determined by the company not the GPS vendor. 1-107 3.8 Please define electronic catalog. The Electronic Catalog shall provide an online catalog for contract items in accordance with RFP Section 3.8, Electronic Catalog/Contract Website. 1-108 3.8 Please define Contract line items. Contract line items are core items listed in Attachment 8.21, Cost Workbook. Contract line items may include Non-Core items are described in accordance with RFP Section 3.3.10, Non-Core Catalog Items. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 28 of 36 Item Section Bidder Request State’s Response 1-109 3.8 Please define contract website. The Contract Website shall provide an online catalog for contract items in accordance with RFP Section 3.8, Electronic Catalog/Contract Website. 1-110 3.10.5 Can the state provide details on what equipment is currently installed in vehicles to determine the labor required for removal and Take Back? Yes: Current Caltrans installations include Verizon 5200, 5500, and AGBX devices: supporting OBDII, CanBUS, and three wire harnesses: iButton driver ID key fob readers and audible alarms: zip ties. 1-111 3.10.5 Is generic documentation and videos acceptable? Making custom documentation for every make/model/year can be very onerous and expensive, and will drive up the cost of installations. Specific documentation is necessary to ensure consistency of installations. 1-112 3.10.6 Is on-site training required in all cases, or just for certain order sizes? Also, is online training acceptable? On Site training is only required for Administration level users. All other training can be accomplished online, through webinars, or through customer support calls for specific user concerns. 1-113 3.10.6 Are there max/min classroom sizes? Yes. Refer to RFP Section 3.10.6.1, Initial On-Site Training. 1-114 3.10.6 Is train the trainer style acceptable? Yes, it is acceptable. 1-115 3.10.6.2 All user guides/manuals are made available via soft copy, and kept up to date with all new changes/additions, please confirm that it is ok for ordering agencies to print new copies as versions are changed? Yes, it is acceptable. 1-116 3.10.6.2 Can all follow-up training be made available via on-line webinars and training videos? Yes. Refer to RFP Section 3.10.6.2, Live Webinar or Online Web- Based Training. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 29 of 36 Item Section Bidder Request State’s Response 1-117 3.12.2 Please provide further information on how the Cal- Card program works? Cal-Card is a payment mechanism. Refer to RFP Section 3.12.2, CAL-Card Invoicing. More information on the CAL-Card program can be found using the following link: http://www.dgs.ca.gov/pd/Programs/CALCard.aspx 1-118 3.13.3 Vendor can provide better support, and quicker, by letting any available rep answer the call, as opposed to a dedicated rep, please confirm that this is acceptable. Also, some issues can take longer than the allotted times, it is recommended that SLAs be established as opposed to firm time requirements. A customer support team that is appropriately trained to provide consistent and accurate responses to ordering agencies is acceptable. The customer service team must understand the contract requirements and use the same "script" for each ordering agency. 1-119 3.15.2.1 Please confirm what constitutes an "order"? For example, if one device is ordered by an agency, does that mean that a PM must be assigned and made present for kickoff meeting etc? An order can be a minimum of one unit to ordering agency. A kick off meeting will be held prior to implementation not per order. 1-120 3.15.2.1 Is there a minimum quantity? The minimum quantity is one unit. Refer to RFP Section 3.9.4, Minimum Order. 1-121 3.16.2 The first bullet speaks to the removal of devices and hardware upon termination of the POC or Contract. Please confirm that the state is willing to accommodate the bidder in accessing all vehicles for such a removal. Or, might the state wish to include the removal of existing devices in the next deployment of GPS technology – by the replacing vendor? Contractor will not be required to remove device at POC or contract termination. It will be the responsibility of next Contractor. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 30 of 36 Item Section Bidder Request State’s Response 1-122 3.17.2 This specifies that the three references must include one greater than 10,000 vehicles and both others greater than 5,000 each. This would exclude all but just a few providers. Please clarify if this requirement listed as (MS) means that if a perspective bidder does not meet this requirement that they cannot bid or they can bid but will receive a lower score for this section. The fleet size requirements described in RFP Section 3.17.2, Customer Reference, will not change. Customer references that do not meet the requirement will be considered non-compliant. 1-123 3.17.2 Is the State willing to hold Customer References as Confidential and/or enter into a Nondisclosure Agreement for certain references? Please refer to Section 2.5.2, Disposition of Proposals. All documents are public records. 1-124 3.17.2 Can references come from both prime and sub- contractors? References shall be from the prime bidder's customers. 1-125 3.17.2 IF we do not have the size customers as requested in the RFP is that a knockout? Customer reference requirements are mandatory. 1-126 3.18.5 What if the Bidder cannot find a California DVBE, SB, MB, or NVSA sub-contractor to participate in this contract, due to the requirement of specific technical expertise that cannot be met? DVBE, SB, MB participation is not mandatory. 1-127 6.3.2 Please explain and provide a use case for the Wi- Fi Option for Coverage Solution (6.3.2). Several of our vehicles operate in non-coverage areas and are stored where there is no line of sight to the sky. Wi-Fi would enable data transmission in this instance. Bidders offering a Wi-Fi option for coverage solutions will receive additional points. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 31 of 36 Item Section Bidder Request State’s Response 1-128 7.2 Is the State open to conducting the Proof of Concept (7.2) that allows for POC acceptance with some exceptions or compliance deficiencies that are completely at the discretion of the State or the ordering agencies (7.5)? The State and ordering agencies may determine during the POC and Testing that some items in the requirements are no longer necessary, feasible, or wanted. Contractor will be given the opportunity to correct deficiencies during the POC period as described in RFP Section 7.2, Proof of Concept Period. The State may consider striking certain mandatory requirements during the POC period. Please see Addendum 5 Section 7.5. 7. POC Testing Elements. 1-129 7.2 Is this a free test period or covered under the contract costs? Also there are several development requirements that would need developer resources which does not seem totally possible with the amount of time available prior to the pilot. Nor does it seem feasible to commit resources to development work for a pilot test and non-customer. We are happy to commit to customer work as we already do, but doing development work for a pilot would require resources taken off of our current customer roadmap. Is this a non-starter requirement? Or can we look at engaging references and other collateral to prove ability? Or even scope out the work we would develop if chosen as your partner/vendor. The POC period will take place after contract award as described in RFP Section 7.2, Proof of Concept Period. Once a purchase order is executed, contractor will be required to perform as described in the RFP. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 32 of 36 Item Section Bidder Request State’s Response 1-130 7.5 Developing integrations to back-end software applications (like CARB, AssetWorks, etc.) takes time and a data map of the other application, and access to their API. Writing these custom integrations in the time specified would be impossible before the pilot start if you want it done right no matter if we have integrated with Asset Works as many times as we have. Can we demo our API integration with AssetWorks as an example? Or show an existing California customer with an integration in place? Demonstrations of Bidder's existing integrations will not be acceptable. POC shall be demonstrated in accordance with RFP Section 7, Proof of Concept to ensure Bidder's capabilities in fulfilling RFP requirements. 1-131 Exhibit 8.13 Please provide a copy of Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510. https://www.gpo.gov/fdsys/pkg/CFR-2000-title29-vol1/pdf/CFR- 2000-title29-vol1-part98.pdf 1-132 Exhibit 8.21 What do the quantities represent in column B? Please refer to RFP Section 4.1.2, Quantities. The quantities shown in Exhibit 8.21, Cost Workbook, are representative and used for evaluation purposes only. Actual purchases may vary from this pattern. There is no guarantee of quantities purchased. 1-133 Exhibit 8.21 Are they the estimated quantities under this contract or are they simply example figures? Please refer to RFP Section 4.1.2, Quantities. The quantities shown in Exhibit 8.21, Cost Workbook, are representative and used for evaluation purposes only. Actual purchases may vary from this pattern. There is no guarantee of quantities purchased. 1-134 Exhibit 8.21 How does "GPS telemetry device" differ from "AVL components"? GPS telemetry device provides data related to asset speed, position, direction. AVL components relate to items such as sander control data, video feed, components position or status etc. reference RFP Section 3.3.4.3 Automated Vehicle Location. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 33 of 36 Item Section Bidder Request State’s Response 1-135 Exhibit 8.21 How are the integration monthly service charges to be quoted? Can it be assumed that an API feed is sufficient to facilitate the "integration", or is the vendor required to build a custom integration for each service (asset works, Maximo, others)? Any integration must, whether an API or custom integration, work with the systems/services outlined the RFP. Integration with other systems not listed in the RFP but used by state entities is encouraged but not mandatory. 1-136 Exhibit 8.21 Why was installation and training combined per unit for "GPS Telemetry Device", "AVL Components", and "Satellite Modem"? This make it very difficult to quote considering the inherent risk in installation quantities, locations, vehicle types, etc. and given the large range in potential "training" requirements. For example, if one unit is ordered in a remote area of California, the cost to do a professional install and on-site training will be very high. It is recommended that unit sales, installation, and training be broken out separately, and that minimum quantity tiers are introduced to allow vendors to quote based on the size of the opportunity, number of vehicles, and locations. Please see Exhibit 8.21R1 for revised worksheet. Additional training and installation has been added. 1-137 General Does the State plan to hold an onsite, pre-bid meeting? There will be no pre bid meeting. 1-138 General Project Panning - would you like to see sample project plans for a state-wide and/or local deployment? The project plan details will vary per ordering agency’s needs. 1-139 General For OBDII plug-in-devices, is the State willing to install the units themselves? No, installation of the units will be the responsibility of the contractor. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 34 of 36 Item Section Bidder Request State’s Response 1-140 General Does the State have an estimate of vehicles that will need video monitoring? Caltrans fleet estimates 220 at first implementation and we project another 464 in the next five (5) years. However, this will be a non-core catalog item. 1-141 General At how many different locations and times will installation take place? Contract will require installations to take place statewide. Locations and times are dependent on orders received from ordering agencies. 1-142 General With regards to OEM embedded Telematics, can the state provide guidance on the current number of units with embedded OEM telematics solutions and a breakdown of the number for each OEM? Currently, Caltrans has approximately 36 John Deere loaders and 24 Caterpillar graders that include OEM embedded telematics solutions. 1-143 General Can the state confirm that ALL devices - i.e. all categories, presumably except Non-self-propelled - will require RFID technology to collect operator ID data? Not all assets require RFID for operator ID. 1-144 General Does DGS intend to purchase all, or a large majority of the scoped devices shortly after award, or is the intent that particular divisions will purchase off of the contract over a period of time? Quantity is undetermined at this time. It is expected a large quantity will be purchase shortly after successful completion of the Proof of Concept phase. However, ordering agencies may place orders at any time during the contract term. 1-145 General What is the expected quantity of units to be ordered initially (immediately after acceptance of POC), and which types? Quantity is undetermined at this time. It is expected a large quantity will be purchase shortly after successful completion of the Proof of Concept phase. However, ordering agencies may place orders at any time during the contract term. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 35 of 36 Item Section Bidder Request State’s Response 1-146 General Is this system being required, implemented, managed, and ordered by DGS or is it by individual ordering agencies at their discretion? We are trying to determine if this is just establishing a state contract to be made available to the ordering agencies if they choose, or is there a mandate that all agencies will implementing this technology. The resulting contract will be a mandatory Statewide Contract. State departments shall use this contract when purchasing Telemetry/GPS. However, there is no mandate that State departments use telematics at this time. Orders that take place will be made by each individual ordering agency. 1-147 General At what update various rates and schemes does the State want the devices (vehicles and assets) to report in. Update rates are variable based on tracking or reporting needs determined by ordering agency. 1-148 General What is the expected time frame of the Proof of Concept? (i.e. how soon will implementation of the POC need to start after contract execution?) (Section 7). Timeframe is not known at this time. Caltrans will make every effort to execute a purchase order as soon as possible following the contract award. 1-149 General What is the estimated time frame of the contract execution and the beginning of the POC in terms of weeks after a Notice of Intent to Award? Timeframe is not known at this time. Caltrans will make every effort to execute a purchase order as soon as possible following the contract award. 1-150 General Does the State of CA DGS prefer to select one Contractor that can support all metrics of the RFP, including but not limited to: platforms, product, installation, training, billing, and support? Only one bidder will be selected for award and will be responsible for all aspects of the RFP including any sub-contractor participation. 1-151 General What specifically is the need for Wi-Fi coverage? In cab for the driver to use? GPS data through Wi- Fi? The use of Wi-Fi is for gathering GPS Data. Event ID #: 0000005635 Telemetry/GPS Question and Answer (Q&A) Set #1 Dated 7/18//2018 Page 36 of 36 Item Section Bidder Request State’s Response 1-152 General Is the State open to some negotiation on the Contract Terms and Conditions? No, the Terms and Conditions are non-negotiable. 1-153 General Does the State have an estimate of vehicles that will need satellite communications? If this is used today, can an estimate of current usage be provided? Every agency will have a different count. 1-154 General With regards to OEM embedded telematics, it is the State’s expectation that the Contractor absorb and / or pass along any OEM costs to supply the OEM telematics solution? Alternatively, will the state separately contract with the OEM (often through the vehicle acquisition agreement) to supply the telematics service thus making it available for consumption by the successful contractor? Ordering agency will procure the data stream OEM supplier. 1-155 General Please expand on the use case for the satellite communication option. Which vehicle types? Where are these being used? What data is to be sent over satellite? How frequently? How should we price the data usage? Satellite data is relatively expensive so actual use will dictate the data costs significantly Potentially all vehicle types that operate outside of cell reception areas, without a different method of data upload (Wi-Fi for example) would require Satellite modems. The data and transmission rates would be the same as non-Satellite modem assets. Ordering agency to determine needs unlimited data. 1-156 General If the State is seeking a live video feed, we predict that there will be significant cost implications to the State connected to this requirement from data plan providers. The plan will be unlimited data. Please see RFP 0000005635 Addendum 5. Section 3.3.2. In Asset Data Services Requirements. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 1 of 34 Request For Changes in RFP Set # 1 Item RFP Section Question State’s Response 1 1.1 Scope of the RFP New hardware only.” The intention behind this requirement is understood, but practically speaking, it only makes your telematics solution more expensive. In a telematics system, it is always in the supplier’s best interest to ensure vehicles need as little physical service as possible. Restricting vendors to using only new hardware reduces their agility to respond quickly to issues, and prevents use of known-good hardware to fill urgent needs or to respond to supply chain issues. a. Suggestion: This requirement should be modified to allow your selected provider to supply you with a timely, effective solution, and excellent customer support, with hardware that passes all quality assurance tests. The requirement in RFP 0000005635 Section 1.1 Scope of the RFP, will remain the same. 2 3.2.1 Confidentiality Contractor requests that the second paragraph of Section 3.2.1 be changed to add at the end of the final sentence "or as required by applicable law". The requirement in RFP 0000005635 Section 3.2.1 Confidentiality, will remain the same. 3 3.3.1 Proposed Products Since there is currently no OEM integration specification, it is impossible to comply with this requirement as written. As a result, it is recommended that this section be reworded to require that the winning Bidder have a capability to ingest OEM telematics data for use within the winning Contractor's web-application. The requirement in RFP 0000005635 Section 3.3.1 Proposed Products, has been changed. Please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 2 of 34 Item RFP Section Question State’s Response 4 3.3.1 Proposed Products Prefers solutions that use OEM’s built-in GPS data.” OEM’s are new to the business of telematics, while enterprise-grade telematics providers have been refining their products for decades. a. Telematics vendors have developed capabilities far beyond the outmoded “ping-based” GPS location technology used by most OEMs. b. Some OEMs gather GPS data, but have no built-in way to transmit that data from the vehicle to the cloud, thereby requiring the installation of a 3rd party device anyway. c. Telematics vendors provide their data in an open format, while OEMs have individual proprietary data formats and access limitations, that differ between manufacturers, and would provide inconsistent baseline data to report against, and potentially unknown service fees to gain access to their data. d. OEM data is normally less precise and less useful than the data generated by the telematics provider’s own hardware. Relying solely on OEM-provided GPS data would significantly decrease the quality of the baseline data used by modern telematics systems for vehicle tracking, reporting, and alerting. e. Suggested change: Eliminate this as a requirement, or express it as a development path that the customer would “…like to explore in partnership with the vendor in the future, when OEMs modernize their tracking technology to be at least on par with leading telematics offerings.” The requirement in RFP 0000005635 Section 3.3.1 Proposed Products, has been changed. Please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 3 of 34 Item RFP Section Question State’s Response 5 3.3.1 Proposed Language, 3.3.2.1, 3.3.4- G, 3.3.7.12 Data provided from light-duty vehicles via the OBD-II port is not governed by any standard, and varies widely even within a single car manufacturer’s product line. a. Data availability and formats vary according to manufacturer/model/year, and is often only provided in proprietary formats that are commercially licensed by the manufacturers. (Costly and inconsistent data.) b. Only a small subset of dashboard information is accessible via OBD-II. Often, data presented to the driver via the dashboard of the vehicle is not available via the OBD-II port. For example: i. Requirement 3.3.2.1 – Fluid Level Sensing ii. Requirement 3.3.2.1 – Tire Pressure Reporting iii. Requirement 3.3.4-G & H – Engine RPMs and dash hour meter c. Some telematics vendors are honest about this inherent limitation with OBD-II data, others promise data that OBD-II simply cannot deliver. d. Suggestion: Do not require vendors to provide data they may have no access to. This can be done with a clause like: “For each class, make, and model of vehicle, the State will work with the selected vendor to determine what data is provided via the OBD-II port, and determine which data points are important for the State to collect.” The requirement in RFP 0000005635 Section 3.3.1 Proposed Products, has been changed. Please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 4 of 34 Item RFP Section Question State’s Response 6 3.3.1 Proposed Language, 3.3.2.1, 3.3.4- G, 3.3.7.12 OBD-II is not a bus. The OBD-II port is designed for infrequent use, by a single device, and intended to report on a limited set of emissions-specific data points. It is not designed to have more than one device constantly attached to it, or provide full access to the vehicle’s ECM. There is no way for multiple devices connected to the OBD-II port to consistently and always work in harmony. a. Connecting more than one device to the OBD-II port could cause the attached devices to generate errors or spurious data, prevent the vehicle from starting or operating properly, or turn every dashboard light on, in what telematics vendors call a “Christmas Tree”. b. While some vehicles may never experience a problem, connecting more than one device to any OBD-II port can cause a wide variety of intermittent, difficult-to-diagnose problems. c. Because the OBD-II port is not an addressable data bus, there is no reliable way to meet requirement 3.3.4-B that states, “…all installed devices will … ‘step aside’… when diagnostic equipment is attached…” While there are some specialized custom cables that can provide this capability with moderate success, the lack of a data bus architecture of the OBD-II technology, and the wide variety of third-party OBD-II devices of varying quality, means there is no 100% reliable way to meet this requirement. (This is not a limitation of any specific vendor’s solution. This is a limitation of the OBD-II technology itself.) d. Suggestion: Remove requirement 3.3.4-B which cannot be met reliably by any vendor, due to the underlying limits of OBD-II, and the assumption that other attached devices are well designed and will operate responsibly in every situation. While many vendors sell “Y” cable options for the OBD-II port, the “step aside” requirement cannot be met with 100% reliability due to design limitations of the OBD-II technology. The requirement in RFP 0000005635 Section 3.3.1 Proposed Products, has been changed. Please see Please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 5 of 34 Item RFP Section Question State’s Response 7 3.3.1.1 D General Requirements To avoid manual entry by the State, which are prone to potential errors, it is recommended that this requirement be change such that VIN is automatically acquired from the vehicle that it is connected to. The requirement in RFP 0000005635 Section 3.3.1.1 D General Requirements, will remain the same. 8 3.3.1.2 Asset Categories Defined It is recommended that BAR CTP compliance is removed from the ZEV requirements since it is not applicable. BAR CTP is applicable to any vehicle with an Internal Combustible Engine. Please see Addendum 11 for updated language. 9 3.3.2 In Asset Data Services Bidder requests that it be clarified that unlimited data for “live” streaming is not required under Q&A Set #1 and the first paragraph of 3.3.2 above. Bidders should have option of recording video and unloading over cellular / wi- fi but not necessarily in real-time. Proposed alternative language is as follows: The data and hardware service will include hardware and data transfer services, data collection, data storage, reporting, diagnostic trouble code (DTC) and alerts. Application shall be capable of supporting an ordering agency’s fleet size potentially as large as fifteen-thousand (15,000) assets and twenty-five thousand (25,000) asset operators, depending on ordering agency’s fleet count. Data plans shall be unlimited for both Cellular and Satellite requirements; however, live-streaming of video is not required. Recorded video can be uploaded via cellular and/or Wi-Fi connectivity at a later date. The requirement in RFP 0000005635 Section 3.3.2 In Asset Data Services, will remain the same. 10 3.3.2 In Asset Data Services We are requesting that more defined usages, specifications, and pricing tiers be added for satellite data usage requirements. This requirement in RFP 0000005635 Section 3.3.2 In Asset Data Services, will remain the same. 11 3.3.2 In Asset Data Services "The data collection, storage, reporting, and alert service will be provided statewide, twenty-four (24) hours a day, seven (7) days a week, including all holidays". This requirement should be changed to allow for scheduled maintenance and very infrequent unplanned downtime (typically 0.5%), 100% uptime is not possible. The requirement in RFP 0000005635 Section 3.3.2 In Asset Data Services, has been changed, Please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 6 of 34 Item RFP Section Question State’s Response 12 3.3.2.1 GPS Device and OBD II Link Software Capture “Harsh Acceleration” events. Harsh braking is a simple thing to sense, but it turns out that harsh acceleration is much harder, and much more prone to “false positives” than harsh braking, and can lead to false accusations of poor driving behavior. a. Sensors can be tricked into recording a “harsh acceleration” event by bumpy roads, speed bumps, vibration, and other normal vehicle use. b. The definition of “harsh acceleration” varies according to conditions and situation. For example, accelerating from 0-60 MPH in 100 yards is acceptable when it is on a freeway onramp, but unacceptable elsewhere. c. The reason behind measuring harsh acceleration is different depending on the vehicle, load, and situation. i. EVs accelerate much faster, for much less power/cost than a vehicle with an internal combustion engine, so the metrics to determine “harsh acceleration” vary according to vehicle class and powertrain. ii. A semi-tractor bobtailing back to the yard is going to accelerate more “harshly/quickly” than one pulling a fully loaded trailer. What variables define “harsh” for the different loads? iii. These are just some of the questions that make “harsh acceleration” a difficult thing to pin down. d. Suggestion: Due to the wide variability of factors that determine whether an acceleration event qualifies as “Harsh Acceleration” we strongly suggest against using this data point to measure driver performance, and encourage you to drop this requirement entirely. Drivers cannot produce evidence that they were not accelerating harshly to exonerate themselves from false readings. If data is going to be used to accuse drivers of poor driving behavior, the data needs to be clear and auditable, and “harsh acceleration” sensing does not meet that test. This requirement in RFP 0000005635 Section 3.3.2.1, GPS Device and OBD Link Software, will remain the same. Contractor will work with ordering agency to determine what the parameters are for harsh alteration for each asset type. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 7 of 34 Item RFP Section Question State’s Response 13 3.3.3.1 Data Alert Notices An accident reconstruction capability should be included along with accident notifications in order to allow supervisors/managers to assess severity, impact, and possible liability. The requirement in RFP 0000005635 Section 3.3.3.1 Data Alert Notices, will remain the same. 14 3.3.3.3, and 3.3.4.3 AVL Data Storage versus Satellite communications. There are seemingly contradictory requirements for devices in remote areas with no cell network to either store data for 45 days (3.3.3.3), or install a satellite modem into vehicles that may work in areas with no cell connection, for live vehicle tracking coverage (3.3.4.3). Both of these requirements are phrased as being required for all vehicles, state-wide. Requiring ALL vehicles to have satellite communications capabilities will be incredibly expensive, when, in reality, it will only be needed on a small subset of remote vehicles. a. Suggestion: The requirements should be rephrased to allow State Agencies to purchase either GSM or Satellite devices, according to their individual vehicle needs, rather than making satellite communications a blanket requirement for all vehicles statewide. (Satellite data is very expensive, so it should only be used where the current location of the vehicle is mission-critical information 24/7/365.) Satellite modems will only be installed in selected assets. Even with the installation of a satellite modem there will be area of no transmission, i.e. parking structure, garage, heavy wooded area, etc. Data storage is mandatory. 15 3.3.4.3 AVL Contractor requests that the Video feed for winter maintenance activities be moved from mandatory to non- mandatory as, in Contractor's opinion, these are not essential services. The requirement in RFP 0000005635 Section 3.3.4.3 AVL, will remain the same. 16 3.3.4.3 AVL This requirement either needs to be elaborated on, removed, or changed to include specific camera integration requirements. In addition, this requirement needs to indicate the winter equipment controller used (for example: Force America). The requirement in RFP 0000005635 Section 3.3.4.3 AVL, will remain the same. The State currently has multiple controllers so speaking to one controller is not possible. Each type and configuration will be determined in the Implementation meeting with the ordering agency to determine needs and course of action. 17 3.3.4.3 AVL Contractor requests that the monitoring of Wiper operations be moved from mandatory to non-mandatory. The requirement in RFP 0000005635 Section 3.3.4.3 AVL, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 8 of 34 Item RFP Section Question State’s Response 18 3.3.4.3 AVL We are requesting that these requirements for video be removed or made optional. If left in as an option or a requirement, significant additional specifications on the hardware performance, data usage, features, and functionality of this is required to insure adequate and fair evaluation. The requirement in RFP 0000005635 Section 3.3.4.3 AVL, will remain the same. The State currently has multiple controllers so speaking to one controller is not possible. Each type and configuration will be determined in the Implementation meeting with the ordering agency to determine needs and course of action. 19 3.3.4.3 AVL Automated Vehicle Location, bullet point “Provide real- time PTO…[snow plows]” Implicit in this requirement is the need to consume, process, and present data generated by other companies’ hardware, like spreaders, brine controllers, weather condition samplers and reporting systems, etc. There are a large number of competitors in the snow plow accessory systems market, and every one of them has different data access capabilities, a variety of software and hardware versions, and compatibility requirements/issues. Therefore, meeting this one requirement for every manufacturer of snow plow accessories could constitute years of uncompensated work for the winning vendor. i. Suggestion: Provide a list of the primary manufacturers of your snow plow accessories, and express your desire for the vendor to pursue integrations with the most common ones in use in your fleet. The State added some Muncie spreaders into the new exhibit of partial list of assets. Please see Exhibit 8.23 Partial List of State Assets, addressed in Addendum 5. 20 3.3.4.4 Vehicle RFID Bidder requests that alternative options be considered (including barcode readers and onboard driver input devices) that may be more cost effective and/or provide other benefits to the State of California. The requirement in RFP 0000005365 Section 3.3.4.4. Vehicle RFID will remain the same. 21 3.3.5 Data Storage Service "Please amend section 3.3.5 to be more technology agnostic and focus around the needs of the ordering agency to interface with the contractor system through established or mutually agreed upon APIs. " The requirement in RFP 0000005365 Section 3.3.5. Data Storage Service, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 9 of 34 Item RFP Section Question State’s Response 22 3.3.5 B Data Storage Services This requirement should be changed to allow for scheduled maintenance and very infrequent unplanned downtime (typically 0.5%), 100% uptime is not possible. The requirement in RFP 0000005635, Section 3.3.5 (B) Data Storage Services, has been changed, please see Addendum 11 for updated language. 23 3.3.5 F Data Storage Services We request that the State change the phrase “…all data produced…”, as included in Mandatory Requirement 3.3.5.F., Data Storage Services (pg 29, Event_0000005635 pdf), to exclude diagnostic data, logs, etc. from needing to “…be retained for a minimum of two (2) rolling years…” The requirement in RFP 0000005365 Section 3.3.5 F. Data Storage Service will remain the same. 24 3.3.5 G Data Storage Services We request that the State change Mandatory Requirement 3.3.5.G., Data Storage Services(pg 29, Event_0000005635 pdf) to include permission to use NoSQL or In-Memory databases(i.e., storage not limited to relational) for data storage/query. The requirement in RFP 0000005365 Section 3.3.5 G. Data Storage Service will remain the same. 25 3.3.5 M Data Storage Services We request that the State change Mandatory Requirement 3.3.5.M., Data Storage Services(pg 29, Event_0000005635 pdf) to include the accommodation of writing data to multiple alternatives via API as a manner to satisfy this requirement for the State. The requirement in RFP 0000005365 Section 3.3.5 M. Data Storage Service will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 10 of 34 Item RFP Section Question State’s Response 26 3.3.6 Enterprise Level Web Based Data Applications and 3.3.8 O SaaS Software Architecture and Support Best Practices - Telematics solutions are generally built using a “SaaS” software model, where the application is delivered over the internet via a web browser. SaaS software is developed in an iterative manner, releasing new features, fixes, and patches every few weeks, to keep up to date with security best practices, and the Agile application design methodology that top tier companies use to deliver best-in-class internet-delivered software today. The requirements below are not compatible with a SaaS- delivered telematics solution. a. Requirement 3.3.6 – “Enterprise-Level Web Based Data Application (Application) (M)” says that the State must be notified of – and approve – any changes to the software, 60 days before the changes take place. With top-class SaaS software delivering updates on a bi- weekly or monthly release cadence, this advance notification window cannot be met. b. Requirement 3.3.8-O, “Program Interface (PI) (M)” states that software should be updated and patched for security vulnerabilities at least every 30 calendar days, which contradicts the previous requirement (3.3.6). c. Suggestion: These requirements are both listed as Mandatory, and yet they contradict each other. The intention is understood: you don’t want dramatic software changes to be sprung on you without notice. We suggest that rephrasing 3.3.6, and deleting 3.3.8-O, would provide you with the stability you desire, and provide the vendor with clear rules to abide by: i. “E. The Contractor will provide the ordering agency with advance notice and demonstration of any significant software functionality or interface changes, at least 30 days prior to release.” The requirement in RFP 0000005365 Section 3.3.6. Enterprise- Level Web Based Data Application (Application). will remain the same. 1. Contractor will beta test 2. Contractor will notify ordering agency of pending updates and release 3. Contractor will guarantee security Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 11 of 34 Item RFP Section Question State’s Response 27 3.3.6 A Enterprise- Level Web Based Data Application (Application). It is recommended that the requirement below is changed in order to clarify that the one (1) second data collection requirement is specific to the PI, and not data collected from the vehicle. "Data will be collected every one (1) second and transmitted directly to the Application of each ordering agency via cloud-based PI." The requirement in RFP 0000005365 Section 3.3.6 A. Enterprise-Level Web Based Data Application (Application), will remain the same. 28 3.3.6 E Enterprise- Level Web Based Data Application (Application). This requirement should be changed such that the notification of changes only apply to significant functional changes; note that monthly application changes are the industry norm, and are often small improvements that do not impact functionality. The requirement in RFP 0000005365 Section 3.3.6 A. Enterprise-Level Web Based Data Application (Application), will remain the same. 1 Contractor will beta test 2 Contractor will notify ordering agency of pending updates and release 3 Contractor will guarantee security. 29 3.3.6 G Enterprise- Level Web Based Data Application (Application). This requirement should be clarified with the following addition: The application UI map should be updated with the current vehicles location within 30 seconds of vehicle movement. This should account for data acquisition, transmission, and UI rendering latencies. The requirement in RFP 0000005635, Section 3.3.6 (G) Enterprise-Level Web Based Data Application (Application), has been changed, please see Addendum 11 for updated language. 30 3.3.6 K Enterprise- Level Web Based Data Application (Application). Contractor requests that the requirement for one (1) click assignability to speed the process of establishing user rights be moved from mandatory to non-mandatory. The requirement will remain the same as listed in RFP 0000005635 Section 3.3.6 K. Enterprise-Level Web Based Data Application (Application). 31 3.3.6 K Enterprise- Level Web Based Data Application (Application). A true "one (1) click" functionality for customizing user hierarchies is not possible, it is recommended that this requirement is adjusted to reflect a "quick upload capability with minimal manual interaction". The requirement will remain the same as listed in RFP 0000005635 Section 3.3.6 K. Enterprise-Level Web Based Data Application (Application). Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 12 of 34 Item RFP Section Question State’s Response 32 3.3.6 M Enterprise- Level Web Based Data Application (Application). This requirement should be changed to allow for scheduled maintenance and very infrequent unplanned downtime (typically 0.5%), 100% uptime is not possible. The requirement in RFP 0000005635 Section 3.3.6 M Enterprise-Level Web Based Data Application (Application), has been changed, Please see Addendum 11 for updated language. 33 3.3.6 N Enterprise- Level Web Based Data Application (Application). This requirement should be changed to allow for scheduled maintenance and very infrequent unplanned downtime (typically 0.5%), 100% uptime is not possible. The requirement in RFP 0000005635 Section 3.3.6 N Enterprise-Level Web Based Data Application (Application), has been changed, Please see Addendum 11 for updated language. 34 3.3.6 O Enterprise- Level Web Based Data Application (Application). Contractor requests that the SLA reduced to 99.5% as per general industry standard, excluded planned downtime. The requirement in RFP 0000005635 Section 3.3.6 O, Enterprise-Level Web Based Data Application (Application), has been changed, Please see Addendum 11 for updated language. 35 3.3.6(Z) Enterprise- Level Web Based Data Application (Application). 3.10.5.2 Contractor requests the requirement for QR labels for every vehicle be moved from mandatory to non- mandatory item given this is more of a collateral benefit versus essential component. The requirement will remain the same as listed in RFP 0000005635 Section 3.3.6 Z. Enterprise-Level Web Based Data Application (Application). 36 3.3.7 Web Application Reporting. Based upon the requirements for reports in Section 3.3.5, the requirements in Section 3.3.7 seem unnecessary as the State will already have access to the data. An available report may have the information requested by the applicable agency in reports but not in the exact format and/or fily format the agency requests. The requirement will remain the same as listed in RFP 0000005635 Section 3.3.7. Web Application Reporting. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 13 of 34 Item RFP Section Question State’s Response 37 3.3.7 Web Application Reporting. Industry best practices allow for the email transfer of MS excel or CSV reports up to 25MB, it is recommended that Zip, FTP, and dropbox requirements be removed. All reports should be configured and optimized to be less than 25MB. The requirement will remain the same as listed in RFP 0000005635 Section 3.3.7. Web Application Reporting. 38 3.3.7.1 Overlay Mapping Analysis Contractor requests that this Section 3.3.7.1 be removed ore revised. It should not the contractor's responsibility to identify data gaps as an agency will be the user of the system. If the ordering agency notices gaps in the data, the contractor will investigate and resolve. The requirement will remain the same as listed in RFP 0000005635 Section 3.3.7.1. Overlay Mapping Analysis. 39 3.3.7.1 Overlay Mapping Analysis Due to the ambiguous nature of what is determined to be a "data gap", it is recommended that the requirement be changed to "Reporting of proposed solution will occur within one (1) week of request , in writing." The requirement will remain the same as listed in RFP 0000005635 Section 3.3.7.1. Overlay Mapping Analysis. 40 3.3.7.2-3.3.7.12 Application Generated Reports. The State is clearly asking for highly scalable and customizable "canned" MS excel or CSV reports, build into the Application to allow for manual and/or automated report generation. In order to do this, reports must be built into the Application backend, and include all possible data elements for each report so that users can pick/choose their preferred data combinations. After reviewing the "canned reports" in sections 3.3.7.2 to 3.3.7.12, some data combination are impossible. For example, with respect to Section 3.3.7.6, it is not possible to populate a report with "Days used" and "Nearest Addresses where available" on a single line item for an individual "Asset ID". In other words, you cannot have this specific combination of data in a highly scalable and customizable "canned" MS excel or CSV report. This capability will have to be broken down into multiple reports in some instances. It is recommended that multiple reports be allowed only where necessary. The requirement will remain the same as listed in RFP 0000005635 Section 3.3.7.2. Application Generated Reports. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 14 of 34 41 3.3.7.5 Automobile Log Report. Requirement 3.3.7.5 Automobile Log Report, “Overnight storage location for date of trip(s)”. This seems a simple request, but in practice has two very difficult aspects: i. Linking multiple trips together into a single “trip”. In a telematics system, a “trip” is all of the vehicle activity logged between ignition on and ignition off events. There is no way for the telematics system to know that multiple trips should be linked together to constitute one long, multi-trip journey. If you did design a way to link multiple trips together into a single “trip”, that would create an inconsistent baseline to report against for other reports. (Mileage, asset utilization, etc.) Associating multiple trips into a single journey is a difficult computational question that there is no good solution for today. (This type of situational assessment and action requires an artificial intelligence system.) ii. How is an “overnight storage location” defined? While this report can be built, there are many variables that need to be defined and scoped to make this report meaningful. 1. What are the factors that make a stop location “overnight storage”? When a vehicle is not powered on at the stroke of midnight? Or when a vehicle is parked for more than X number of minutes, AND midnight passes? If a vehicle is not used for 8 consecutive hours, is that “overnight”? What about vehicles that are not used every day? If a vehicle is parked for 5 days, is that 5 different “overnights”, or only a single one? Etc. 2. It is also important to consider that night road maintenance crews always work “overnight”, so will their vehicle “overnight reports” track where the vehicle was parked during the day, instead? iii. Suggestion: There are numerous ways to view and report on vehicle history data, both for individual vehicles, and for whole fleets or sub-fleets. Our suggestion is to eliminate this largely unscoped requirement, and work with the selected telematics The requirement will remain the same as listed in RFP 0000005635 Section 3.3.7.5 Automobile Log Report. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 15 of 34 Item RFP Section Question State’s Response vendor to build an appropriate report to address the underlying question this requirement is hinting at. The vendor has already agreed to create custom reports, as needed, and this “Overnight Storage Report” is not scoped or understood well enough for any vendor to claim to support it, or meet the unknown needs of the State’s widely differing fleets and departmental needs. 42 3.3.7.9 Speeding Violation Report. Contractor requests that, if required by an agency to provide a subject matter expert in a court of law, the applicable agency shall pay for any costs and expenses incurred by Contractor to satisfy the applicable agency's request. The requirement in RFP 0000005635 Section 3.3.7.9 Speeding Violation Report, has been changed, please see Addendum 11 for updated language. 43 3.3.7.12 Malfunction Indicator Lamp Report The BAR portion of this report can only be generated by BAR (they use proprietary pass/fail criteria), and therefore cannot be produced within the fleet management application unless BAR shares all their pass/fail criteria with the chosen vendor. The requirement will remain the same as listed in RFP 0000005635 3.3.7.12, Malfunction Indicator Lamp Report. 44 3.3.7.13 Custom Reporting Requirements Contractor requests that Section 3.3.7.13 be revised to state that custom report requests from agencies may be completed by Contractor at the ordering agency's expense. The requirement will remain the same as listed in RFP 0000005635 Section 3.3.7.13 Custom Reporting Requirements. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 16 of 34 Item RFP Section Question State’s Response 45 3.3.7.13 Custom Reporting Requirements Bidder requests that all custom and ad hoc reporting requirements, including, but not limited to, the above, be modified to reflect the following concepts: State shall provide at least 90 days prior written notification of any ad hoc reports or format changes to reporting that has been previously agreed upon with the State. Contractor reserves the right to not deliver retroactive reporting in formats later agreed upon by Contractor and the State. Contractor shall not be obligated to provide any ad hoc reports that Contractor determines in its discretion are impractical or unduly burdensome to Contractor from an operational, financial or system limitation basis. Contractor reserves the right to charge additional fees to the State for the creation of, and recurring costs associated with, any ad hoc or modified reporting requests from the State that Contractor agrees to. Unlimited customization and ad hoc requests at no charge is an extremely burdensome and potentially expensive requirement, and Bidders may not have the systemic capability to meet all State requests. The requirement will remain the same as listed in RFP 0000005635. 3.3.7.13 Custom Reporting Requirements. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 17 of 34 46 3.3.7.13 Custom Reporting Requirements The phrasing of this requirement is too ambiguous, and acceptance could potentially be damaging to the vendor’s business. The Question & Answer Set file did nothing to alleviate vendor concerns about the completely unregulated scope of this requirement, for the following reasons: a. Self-serve. Telematics vendors have built-in reporting engines, data export capabilities, and API calls, to provide the customer with the ability to pull data and build any custom, one-off, or non-standard reports they choose. The vendor’s agreement to build custom reports without limitation could be abused by departments that simply refuse to learn or use the tools provided by the vendor. Vendors need some way to push back on requests that place an unreasonable commercial burden on the vendor. b. Custom reporting, with scoping, is common. Creating custom reports is standard business, but any custom work needs to be scoped and agreed upon, and – if building a specific report requires significant product changes, or technologically impossible requests – the vendor must have some remedy. c. Departmental need, vs fleet needs. Each department in the State will be treated as a separate customer account by the telematics vendor, each with their own specific needs and requirements. Therefore, it is possible that there could be thousands of “custom reporting” requests from hundreds of State departments, which could seriously tax any telematics vendor’s support services organization. There must be a validation/scoping step involved in assessing and prioritizing requests. d. Suggestion: This requirement already states that the customer and vendor must work together “…to meet the evolving reporting needs of the ordering agency.” Part of “working together” is understanding that custom work needs to be clearly scoped, and – if the scope is outrageous or extremely costly to implement – the The requirement will remain the same as listed in RFP 0000005635, 3.3.7.13 Custom Reporting Requirements. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 18 of 34 Item RFP Section Question State’s Response vendor needs to have some opportunity to recoup those costs. We suggest simply eliminating the second sentence of this requirement, that says, “Reports will be created as part of the Contract with no additional charges to ordering agency.” 47 3.3.8 Program Interface Integration requirements with the listed applications (BAR CTP, DGS OFAM, ESRI, AssetWorks, Maximo, EV charging network, etc.) can vary drastically. For example, integration with EV charging network can be as simple as a cloud-based exchange of VIN data, or as complicated as a two-way interface that controls EV charging status during specific times of day. Given this large range of integration requirements, it is recommended that this requirement is changed to necessitate a free and open SDK and APIs provided from the telematics Contractor, that the listed application providers can use to pull any/all data into their application, with support from the chosen vendor. The requirement will remain the same as listed in RFP 0000005635, 3.3.8 Program Interface. 48 3.3.8 A Program Interface “real-time information transfer between…EV charger network… bulk fuel… [other software]” Integration with third-party service providers is a two-way street, and requires participation by both parties. Meeting this mandatory requirement is dependent on technologies and organizations outside of the vendor’s control. If an EV charger network or commercial fuel provider does not have an open data format/API, or charges large fees for use of their API, the telematics vendor could be harmed due circumstances beyond their control. i. Suggestion: Make the requirement for the telematics vendor to “…make a professional and commercially responsible best-effort to create a cooperative and collaborative relationship with the State’s other service and data providers…” The requirement in in RFP 0000005635 3.3.8 A, Program Interface, has been changed, please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 19 of 34 Item RFP Section Question State’s Response 49 3.3.8 C/D Program Interface Industry norm is that all integrated applications "pull" data using the PI, versus the PI "pushing" data to the integrated application. This is the way that ESRI and AssetWorks integrations works today. The requirement will remain the same as listed in RFP 0000005635, 3.3.8 C/D, Program Interface. 50 3.3.8 E Program Interface Industry norm is for the integrated application to "push" data using the PI, versus the PI "pulling" data from the integrated application. For example, AssetWorks can push maintenance evens into the chosen Contractors solution. The requirement will remain the same as listed in RFP 0000005635, 3.3.8 E, Program Interface. 51 3.3.8 L Program Interface This requirement should be changed to allow for scheduled maintenance and very infrequent unplanned downtime (typically 0.5%), 100% uptime is not possible. The requirement in in RFP 0000005635 3.3.8 L, Program Interface, has been changed, please see Addendum 11 for updated language. 52 3.3.9 Security Bidder requests the State remove the requirement for compliance with NIST 800-53 moderate impact security control as it is inconsistent with the NIST 800-171 compliance requirement in the State Model Cloud Computing Service Special Provisions (Software as a Service). Compliance with NIST 800-53 is an unduly burdensome and expensive requirement when the State would be more than adequately protected under the NIST 800-171 requirement in Section 4(a)(2)(ii) of the State Model Cloud Computing Service Special Provisions (Software as a Service). The requirement in in RFP 0000005635 Section 3.3.9 J Security and Exhibit 8.19 Technical Specs. has been changed, please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 20 of 34 Item RFP Section Question State’s Response 53 3.3.9 Security Bidder requests clarification from the State regarding the circumstances in which that State would agree to Remote access to Data from outside the continental United States under Section 4(f) of the State Model Cloud Computing Service Special Provisions (Software as a Service). For example, Technical, Administrative and Care support may be provided from non-US locations under “follow- the-sun” support models in order to reduce costs for Bidders and the State. Will the State carve out these items from these requirement? Products and services being provided to the State are standard commercial items. IT, monitoring, order fulfillment and other technical/administrative support from non-US locations helps to reduce costs of service and should have no impact on the State or its end users. The requirement will remain the same as listed in RFP 0000005635, 3.3.9, Security. 54 3.3.9 D Security We request that the State change Mandatory Requirement 3.3.9.D., Security (pg 39, Event_0000005635 pdf) to include that unencrypted communication is permissible with a protected authorized boundary (i.e., internal server-to-server communications within a protected AWS VPC). The requirement in in RFP 0000005635 3.3.9 D , Security, has been changed, please see Addendum 11 for updated language. 55 3.3.9.1 FIPS We request that the State change Non-Mandatory Scored Requirement 3.3.9.1., Security –Federal Information Processing Standards, to specify whether or not the FIPS 140-2 (Level 1)validation is applicable to all employed cryptographic modules. The requirement in in RFP 0000005635 3.3.9.1, FIPS, has been changed, please see Addendum 11 for updated language. 56 3.3.9 G Security HTTPS is industry best practice and is far more secure than SFTP and SHTP, and therefore it is recommended that this requirement be changed to only reference HTTPS. The requirement in RFP 0000005635 Section 3.3.9 G Security, will remain the same. 57 3.3.9 J Security It is recommended that this requirement be changed to reflect NIST 800-53 compliance, or in-progress, with a completion date within the next 6 months. No vendor is currently fully compliant. The requirement in in RFP 0000005635 3.3.9 J , Security, has been changed, please see Addendum 11 for updated language. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 21 of 34 Item RFP Section Question State’s Response 58 3.4 Software products. Contractor requests the sentence relating to providing a perpetual license to the operating system be removed. The requirement in RFP 0000005635 Section 3.4 Software products, will remain the same. 59 3.4.2 Related Software Contractor must communicate and provide to the State (at no additional cost) updates and releases of related software required to make a complete working configurations. The requirement in RFP 0000005635 Section 3.4.2 Related Software, will remain the same. 60 3.5.4 Take Back Given the unknown nature of "similar equipment, including other OEM equipment", it is impossible to determine the scope of this work, and therefore estimate the costs. If this “equipment” turns out to be installed in a manner that requires significant deconstruction of vehicle components and wiring, the cost (and risks) of this uninstallation could be VERY high. Since this is therefore a very ambiguous requirement, it is recommended that it be removed completely, or that an “uninstallation” price be set (see recommended changes to Cost Worksheet in Appendix A). The requirement in RFP 0000005635 Section 3.5.4, Take Back, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 22 of 34 Item RFP Section Question State’s Response 61 3.5.4 Take Back While it is common to remove old telematics hardware from vehicles that are having new equipment installed, the scope of this requirement is unknown. The sheer size of the State’s fleet, could cost the vendor a significant – and undefined – amount of money. The response provided to the question in the “Question & Answer Set” document did not address the question of potential quantities involved in meeting the Take Back requirement, preventing vendors from costing out this element of compliance to the mandatory requirements. The issues we face in placing a price on meeting this requirement include: a. Disposing of e-waste in California is strictly regulated and controlled. b. An out of state vendor may not have California- compliant e-recycling options available in their home state. c. Removing and recycling a small number of devices (<500) is a reasonable cost for the vendor to shoulder. But it could be tens of thousands of devices, significantly increasing the vendors’ unrecovered costs. d. Suggestion: Provide an estimated number of devices (to the nearest 100) to be removed, or allow the vendor to bill the state for the cost of disposal only. The requirement in RFP 0000005635 Section 3.5.4, Take Back, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 23 of 34 62 3.6.3 Principal Period of Maintenance Requirement 3.6.3 Principle Period of Maintenance needs to be called out specifically, for the reasons stated above. The requirement runs counter to the reality that telematics systems and fleet managers face every day. Examples: i. Determining whether the failure to report is environmental, or hardware related. 1. If a telematics device fails to report in, the operator of the vehicle needs to be located, and the vehicle condition/location discussed with them. The telematics vendor does not have access to your employee records, and therefore has no way to contact the driver to determine their location. This responsibility should remain with the driver’s direct manager, who can enlist vendor support if the device is, in fact, not working properly. 2. A vehicle parked where there is no cell signal (like in an underground parking garage) for more than a day, would show up on a red-flag list due to its failure to report in. This device is not “defective” and has not “failed”. There needs to be an intermediate “issue validation” step, where some effort is taken by the customer to identify/solve problems prior to contacting the telematics vendor. ii. Finding the vehicle to provide it with service. 1. An unscrupulous employee, who has managed to locate and disconnect the GPS device, is also driving a moving vehicle. Locating the vehicle within the 8-hour timeframe specified in requirement 3.6.3 would require the telematics vendor to act as a private investigator, and insert themselves into the proper chain of command between the misbehaving employee and their manager. 2. XXXX Customer Care is available 24/7/365 to help track stolen vehicles, determine the last reporting location for a vehicle, diagnose problems, and provide the customer with assistance and advice on The requirement in RFP 0000005635 Section 3.6.3 Principal Period of Maintenance, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 24 of 34 Item RFP Section Question State’s Response the best use of the telematics system. Once a State employee has determined that a vehicle is stolen or being misused, the vendor’s customer service department can help them locate the vehicle. But that should be the LAST step, not the first, and cannot be pinned to a specific 8-hour timeframe, because it is dependent on how quickly the State employee acts on the issue, and not on the vendor’s performance. iii. Commitment to common goals. 1. With any large fleet, there are varying levels of commitment to the implementation of vehicle telematics. Agreed-upon installation timelines and locations can be treated cavalierly by vehicle operators, and devices can be disabled or sabotaged by drivers. The telematics vendor must have some recourse for recouping costs, when behaving in good faith and according to a clearly communicated plan and agreement. The Principle Period of Maintenance wording does not allow for this, and should be changed to indemnify the vendor from costs incurred through abuse, a driver intentionally disabling the device, or delays due to the customer’s failure to meet mutually agreed-upon timelines and schedules. iv. Suggestion: Requirement 3.6.3 needs to be reworded to ask the vendor to provide a clear chain of command and definition of roles and responsibilities that addresses how the vendor will support the customer’s efforts to manage and control their fleets and drivers. A flow chart of how problems are troubleshot would be of greater use to your fleet managers, than an arbitrarily-defined service window that does not take into account common abuse and environmental situations. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 25 of 34 Item RFP Section Question State’s Response 63 3.8 Electronic Catalog This requirement should be changed to allow for scheduled maintenance and very infrequent unplanned downtime (typically 0.5%), 100% uptime is not possible. The requirement in in RFP 0000005635 3.8 Electronic Catalog, has been changed, please see Addendum 11 for updated language. 64 3.9.1 -3.9.8 Ordering It is recommended that “the contractor” be changed to “the contractor or the designated subcontractors” to allow the chosen vendor to use specialized resellers where necessary. The contractor is responsible for all aspects of the contract not the subcontractor. The contractor is the only point of contact for the Ordering Agency. 65 3.10.1 FOB Shipping FOB Destination. For accounting reasons, it is necessary for telematics products ship ‘FOB Origin (Insured)’ rather than ‘FOB Destination’. Shipping FOB Origin (insured) has no material difference from FOB Destination for the customer, but it allows the vendor to maintain simple, straightforward accounting practices, while protecting the customer from loss. Requiring vendors to ship FOB Destination would require the vendor to maintain an entirely separate accounting ledger for one client. a. Suggestion: Alter the wording of 3.10.1 to allow shipping to be “…either FOB Destination or FOB Origin and insured.” The requirement in RFP 0000005635 Section 3.10.1 FOB, will remain the same. 66 3.10.5 C Installation It is recommended that this requirement be changed to generic installation documentation per vehicle class, to avoid potentially thousands of the same documents. The requirement in RFP 0000005635 Section 3.10.5 C Installation, will remain the same. 67 3.12.1 Invoicing Bidder requests deletion of the requirement for invoices to be submitted within seven (7) calendar days from delivery. Depending on the product/service being delivered, Bidder bill cycles may not align with the 7 calendar day requirement. Since it is in Bidder’s interest to invoice timely, Bidders should have reasonable discretion as to the how their bill cycles are applied. The requirement in RFP 0000005635 Section 3.12.1 Invoicing, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 26 of 34 Item RFP Section Question State’s Response 68 3.12.1 Invoicing Bidder requests clarification that any modifications to Bidder’s standard invoice will be subject to the mutual agreement of the parties. While some customization is possible, unlimited customization is an extremely burdensome and potentially expensive requirement, and Bidders may not have the systemic capability to meet all State requests. The requirement in RFP 0000005635 Section 3.12.1 Invoicing, will remain the same. 69 3.14 Contract Reporting Bidder requests the State delete “15th” and replace with “30th” in the above requirement in order to allow Contractors adequate time for data availability, report creation and delivery. The requirement in RFP 0000005635 Section 3.14 Contract Reporting, will remain the same. 70 3.14.1 Contract Usage Report. Bidder requests the State obtain consent from all contract users that procure services under this Contract to share their respective Customer Proprietary Network Information (CPNI) and any other account and usage information needed to fully comply with the State’s reporting requirements, either via: (i) a separate signed consent agreement, or (ii) as an incorporated contractual condition within this Contract. Bidder will have no ability to compel Contract users to sign CPNI consent forms. Purchasing under the Contract should be specifically designated as an opt-in by Contract users. The requirement in RFP 0000005635 Section 3.14.1 Contract Usage Report, will remain the same. 71 3.14.2 Local Government Agencies Incentive Fee Bidder requests the State obtain consent from all contract users that procure services under this Contract to share their respective Customer Proprietary Network Information (CPNI) and any other account and usage information needed to fully comply with the State’s reporting requirements, either via: (i) a separate signed consent agreement, or (ii) as an incorporated contractual condition within this Contract. Bidder will have no ability to compel Contract users to sign CPNI consent forms. Purchasing under the Contract should be specifically designated as an opt-in by Contract users. The requirement in RFP 0000005635 Section 3.14.2, Local Government Agencies Incentive Fee, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 27 of 34 Item RFP Section Question State’s Response 72 3.14.2.1 Local Government Agencies Incentive Fee Bidder requests that “surcharges” be added to the list of items excluded from the calculation of both the “total purchase order amount” in the first paragraph above and the “total local government agency sales” figure in the third paragraph. The respective paragraphs would be modified as follows: For all local government agency transactions issued against the contract resulting from this RFP, the Contractor will be required to remit the DGS/PD an Incentive Fee of an amount equal to 1% of the total purchase order amount excluding taxes, surcharges and freight. Contractor shall submit a check to the State CA payable to the State of California, Department of General Services (DGS), for an amount equal to 1 percent (0.01) of the total local government agency sales for the monthly period less freight, taxes, surcharges, returned products and credits along with a business activity report described below. (Example, if the net local governmental agency sales for a month equals $100,000.00, the incentive fee due to DGS/PD would be $1,000.00.) The requirement in RFP 0000005635 Section 3.14.2.1 , Local Government Agencies Incentive Fee, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 28 of 34 Item RFP Section Question State’s Response 73 3.14.5 Ad Hoc Reporting Bidder requests that all custom and ad hoc reporting requirements, including, but not limited to, the above, be modified to reflect the following concepts: State shall provide at least 90 days’ prior written notification of any ad hoc reports or format changes to reporting that has been previously agreed upon with the State. Contractor reserves the right to not deliver retroactive reporting in formats later agreed upon by Contractor and the State. Contractor shall not be obligated to provide any ad hoc reports that Contractor determines in its discretion are impractical or unduly burdensome to Contractor from an operational, financial or system limitation basis. Contractor reserves the right to charge additional fees to the State for the creation of, and recurring costs associated with, any ad hoc or modified reporting requests from the State that Contractor agrees to. Unlimited customization and ad hoc requests at no charge is an extremely burdensome and potentially expensive requirement, and Bidders may not have the systemic capability to meet all State requests. The requirement in RFP 0000005635 Section 3.14.5, Ad Hoc Reporting, will remain the same. 74 3.15.1 Contract Execution Period It is recommended that this requirement be clarified, and that it is made clear that all these deliverables are only required for the initial contract award and kickoff, not all subsequent orders. The requirement for RFP 0000005635 Section 3.15.1, Contract Execution Period, will remain the same. 75 3.15.2 Ordering Agency Implantation Meeting Please include that the roles and responsibilities of a Business Analyst can be satisfied by another business title. The requirement in in RFP 0000005635 Section 3.15.2 Ordering Agency Implantation Meeting, has been changed, please see Addendum 11 for updated language. 76 3.15.2.2.1- 3.15.2.2.9 Project Team Many of these requirements are very onerous for a min quantity of one (1), and can lead to significant costs. It is recommended that all these requirements are subject to a minimum order quantity of 50. The requirement for RFP 0000005635 Section 3.15.2.2. Project Team, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 29 of 34 Item RFP Section Question State’s Response 77 3.16.1 Contract Termination/Ex piration The Contractor requests that the following be added: "At the State's expense. The requirement for RFP 0000005635 Section 3.16.1 Contract Termination/ Expiration, will remain the same. 78 3.16.2 System Termination Contractor requests that this Section 3.16.2 be revised to clarify that an asset will not be restored to its previous condition and that any removal is the responsibility of the State (i.e. a subsequent contractor). The requirement for RFP 0000005635 Section 3.16.2. System Termination, will remain the same. 79 3.16.2 System Termination The requirement to remove all fielded devices is extremely onerous and difficult to quantify for any vendor. As a result, it is recommended that this requirement be removed, or at a minimum that "uninstallation" prices apply. Please see RFP 0000005635 Section 3.10.5 Installation. The State expects the Contractor to provide an effective and similar installation to the current hardware which requires removal and reinstallation of the same components, panels in the equipment. 80 3.17.2 Customer References REQUEST: Bidder requests that of the three (3) references, one (1) reference must have a fleet at or above 5000 units. For the other two (2) references, the fleets have to have a minimum of 2500 units each. The State’s existing requirements will result in the exclusion of potential bidders with extensive resources and experience who fall below the referenced thresholds, resulting in decreased competition and limited solution options for the State. The requirement for RFP 0000005635 Section 3.17.2. Customer References, will remain the same. 81 3.17.2 Customer References We are requesting that the State definitively allow specific Customer References to be held Confidential upon request, and not exposed as public record. Final proposals are public upon posting of the Notice of Intent to Award. Please see RFP 0000005635 Section 2.3.3. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 30 of 34 Item RFP Section Question State’s Response 82 3.17.2 Customer References To protect the State of California we recommend clarifying 3.17.2. In order for a Bidder to submit a complaint RFP response, Bidder must provide 1 existing customer reference with 10,000 or more active in-vehicle telematics devices, and 2 other existing customer references with 5,000 or more active in-vehicle telematics devices. In all three cases, asset trackers are not included, and the technology used in each customer reference must match the technology being proposed in the Contractors response to the State of California for this RFP. The requirement for RFP 0000005635 Section 3.17.2. Customer References, will remain the same. 83 3.17.2 Customer References "Of the three (3) references, one (1) reference must have a fleet at or above 10,000 vehicles. For the other two (2) references, the fleets must have a minimum of 5,000 vehicles each. An accumulation of orders from a single customer entity meeting the applicable minimum value is acceptable if managed under one (1) account. "This change clarifies that the requirement for references and fleet size is tied to the overall vehicle count. It is unclear in the current language if “units” means vehicles or is referring to GPS hardware actively installed within the fleet. Based on the limited number of fleets operating at or exceeding 10,000 vehicles, the current language of the reference requirement signif icantly reduces the competitive nature of the solicitation. Additionally, fleet size alone does not prove a vendor can support the State and the requirements of this project. Many customers with installations less than 10,000 or even 5,000 units have very complicated projects/use cases, and would be better references based on similar SOW requirements. We would like to submit references that we feel are the best fit for this solicitation, not those that are simply the largest. The requirement for RFP 0000005635 Section 3.17.2. Customer References, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 31 of 34 Item RFP Section Question State’s Response 84 3.17.2 Customer References We would like to request that the requirements for the RFP be changed where it comes to the references in section 3.17.2 There are not enough fleets with 10,000+ and 5,000+ vehicles in the United States. At a quick glance from data from 2017. The top ten largest public fleets in the United states range from 3,000 to 11,000 tractors. XXXXXXXXXXX currently has the requested amount in aggregate and is happy to provide large customers for reference, we believe the fleet size the fleet size requirement is unreasonable for any RFP. The requirement for RFP 0000005635 Section 3.17.2. Customer References, will remain the same. 85 7.5 POC Testing Elements Contractor is proposing to modify this requirement to allow a Contractor to provide detailed plans as to how the integrations are accomplished, rather than having all of the integrations completed for the Proof of Concept Phase. The requirement for RFP 0000005635 Section 7.5, POC Testing Elements, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 32 of 34 86 7.5 POC Testing Elements Pilot Project/Proof of Concept. In the Question & Answer Set document released on 7/18/18, the State re- confirmed the requirement for the winning vendor to build full integrations to a variety of the State’s back-end systems, as a part of a pilot or proof-of-concept. While the intent here is well understood, the practical implementation of this request could create significant delays for the implementation of the system statewide. Simply getting the security clearances to access sensitive State tools and databases could take months, and writing the software – to meet an as-yet completely undefined scope – could take months, as well. Writing several full integrations of undefined scope and magnitude is already a requirement of the RFP. And there is no material difference between software written for a pilot/proof-of-concept, and fully functional software. Practically speaking, the vendor can either deliver on the integration requirement, or they can’t. A proof of concept isn’t going to change that, or illuminate their lack of ability to deliver. A simple conversation between technical teams can determine whether the vendor’s integration team is actually capable of the job, or not. Suggestion: The purpose of the RFP Change Request process is to uncover the hidden complexities behind seemingly simple requests. This requirement is the starkest example of why the Change Request process is so important. If a vendor is required to do potentially months of complex custom software development, without scope or functional goals, for free, the vendor is simply going to be forced to recoup those costs by padding the pricing in other parts of the system, to make up for the potential losses. We strongly suggest the State ask vendors to: 1. demonstrate how an example integration works at one of their existing customers, and 2. make their development team available to the State’s IT Department for a detailed scoping and capability review. The requirement for RFP 0000005635 Section 7.5, POC Testing Elements, will remain the same. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 33 of 34 Item RFP Section Question State’s Response This will validate the vendor’s capability to deliver on their promises, without creating an administrative headache for you and your IT Department. This validation step can occur in parallel with other onboarding and training processes, reducing the timeframe for delivery of the complete system. 87 Section 3 Contractor is requesting that DGS include a format for prospective Contractors to provide commentary to specific technical requirements, if necessary. Currently, this would be free form and contained within a narrative section which would be less efficient. Exhibit 8.19 Technical Questionnaire has been updated. Please see Addendum 11. 88 Exhibit 8.22 B Bidder requests that the State address in the RFP the following customer responsibilities with RMA: 1. Work with the vendor to trouble shoot the issue remotely via Vendor Provided Help Desk. 2. Unplug (if troubleshooting is unsuccessful), repackage and return the unit to the vendor and a replacement device will be sent back to the customer within 48 hours of receipt of defective unit from customer. 3. Reinstall the replacement device when received. Language in Exhibit 8.22 B, Information Technology Maintenance Special Provisions revised 01/21/2003, will remain the same Modification or added language to the States Terms and Conditions may grounds for disqualification. 89 General Terms and Conditions 1. Wireless carriers are not manufacturers of products, and certain services Contractor will offer pursuant to the Telemetry and GPS Systems RFP are developed and owned by third parties. These third party vendors require acceptance of end user license agreements as condition not only of usage by the end users, but also as a prerequisite of Contractor selling the product or service. Accordingly, Bidder requests that the State specifically permit Contractors to pass through these third party end user license agreements to the end user upon first login to the application or at the point of sale. In the event of a conflict between the provisions within these third party end user license agreements and the State Contract, the State Contract will control. Language in Exhibit 8.22, General Provisions, will remain the same. Modification or added language to the States Terms and Conditions may grounds for disqualification. Event ID #: 0000005635 Telemetry GPS 10/31/18 Page 34 of 34 Item RFP Section Question State’s Response 90 General Terms and Conditions 2. Bidder requests that State permit contractors to add supplemental pricing policies and product-specific terms and conditions in response to the Telemetry and GPS Systems RFP to help Contractors provide the highest quality Telemetry and GPS services at competitive prices. These standard terms and conditions include important notices regarding use of services and compliance with industry requirements, and set forth the commercially reasonable requirements that Bidders have for all customers utilizing Bidders’ products, services and networks. In the event of a conflict between the provisions within these Contractor pricing policies and product-specific terms and conditions and the State Contract, the State Contract will control. Language in Exhibit 8.22, General Provisions, will remain the same. Modification or added language to the States Terms and Conditions may grounds for disqualification. . STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES – PROCUREMENT DIVISION Request for Proposal Telemetry and GPS Systems Event ID 0000005635 2/16/2019 Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 2 Table of Contents RFP Sections Page Section 1 – Introduction and Overview of Requirements 3 Section 2 – Rules Governing Competition 6 Section 3 – Bidding Requirements 18 Section 4 – Cost 70 Section 5 – Proposal Format 73 Section 6 – Evaluation 76 Section 7 – Proof of Concept 82 Section 8 – Exhibits 85 Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 3 Section 1 – Introduction and Overview of Requirements 1. Introduction and Overview of Requirements 1.1 Scope of this Request for Proposal (RFP) This Request for Proposal (hereafter called the RFP) solicits proposals from firms qualified to provide business class Telemetry and Global Positioning System (GPS) equipment to the State of California (State) and participating local governmental agencies at contracted pricing in accordance with the requirements of this RFP. The State intends that the selected Bidder will work in cooperation with the State to furnish quality products at the lowest price available in a timely and efficient manner. The selected Bidder will be the primary point for hardware, warehousing, parts, components, data, customer service, data collection, reporting and distribution of Telemetry and GPS equipment to the State. The Scope of this RFP includes Telemetry and GPS equipment as defined in Section 3.3.1, Proposed Products, including accessories, installation and training. The State reserves the right to eliminate any specific line item from the final award. Award will be made on an “All or None” basis to the Bidder who scores the highest number of points as described in Section 6, Evaluation. Bidders must bid on all line items in all categories to be evaluated for award. The quantities in Exhibit 8.21, Cost Workbook are for cost evaluation only. Actual purchasing may vary from this pattern. There is no guaranteed dollar value for any resulting contract from this solicitation. The State will not be obligated to purchase Bidder’s excess inventory if actual purchases vary from the anticipated purchasing pattern. The State reserves the right to order more or less of any line item in this solicitation. The term of the contracts resulting from this RFP will be three (3) years. The contracts will also contain options to extend for seven (7) additional one (1) year periods or portion thereof. If a mutual agreement cannot be met the contract may be terminated at the end of the current contract term and/or contract extension. All terms and conditions will remain the same for the entire contract period including any extension periods. The use of these contracts shall be mandatory for all state departments except in cases of emergency as defined in Public Contract Code (PCC), Section 1102. The awarded Bidder shall permit local governmental agencies to participate under these contracts. For the purpose of this proposal, local government agencies are defined as “any city, county, city and county, district or other local governmental body or corporation empowered to expend public funds for the acquisition of goods, information technology, or services”, reference PCC Section 10298 (a) (b). Local governmental agencies shall have the same rights and privileges as the State under the terms of these contracts. Any local governmental agencies desiring to participate shall be required to submit to the same responsibilities as do state departments and will have no authority to amend, modify or change any condition of these contracts. All equipment offered must be new and the latest model in current production. USED, SHOPWORN, REFURBISHED, DEMONSTRATOR, PROTOTYPE OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. Any contract executed as a result of this RFP must be able to be amended by mutual consent of the State and the Bidder. 1.2 Authority of the RFP and Bidder Admonishment This RFP is being conducted under the policies developed by the Department of General Serv ices, Procurement Division (DGS/PD) as provided under PCC Sections 12102, et seq and 12125, et seq. This RFP contains the instructions governing the requirements for a proposal to be submitted by interested Bidders. The format in which Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 4 proposal information is to be submitted, and the material to be included therein follows. This RFP also addresses the requirements that Bidders must meet to be eligible for consideration, as well as addressing Bidders' responsibilities. IF A BIDDER EXPECTS TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN THIS RFP, THE BIDDER MUST TAKE THE RESPONSIBILITY TO:  CAREFULLY READ THE ENTIRE RFP;  ASK APPROPRIATE QUESTIONS IN A TIMELY MANNER IF CLARIFICATION IS NECESSARY;  SUBMIT ALL REQUIRED RESPONSES, COMPLETE TO THE BEST OF THE BIDDER’S ABILITY, BY THE REQUIRED DATES AND TIMES;  MAKE SURE THAT ALL PROCEDURES AND REQUIREMENTS OF THE RFP ARE ACCURATELY FOLLOWED AND APPROPRIATELY ADDRESSED; AND  CAREFULLY REREAD THE ENTIRE RFP BEFORE SUBMITTING THE PROPOSAL. 1.3 Availability The exact models proposed to meet the requirements of this RFP may be superseded; however, products meeting the mandatory requirements must be available throughout the duration of the contract term, except as provided in Section 3.3.10, Product Substitutions/Discontinued Items. 1.4 Procurement Official The Procurement Official contact information for this RFP is listed below: Robb Parkison Procurement Division Department of General Services 707 Third Street, 2nd Floor West Sacramento, CA 95605 Telephone: (916) 375-5918 Facsimile: (916) 375-4613 E-mail: robb.parkison@dgs.ca.gov All inquiries, questions, proposal submittals, and copies of protests must be directed to only this person, unless otherwise identified in this RFP or changed by addendum to this RFP. The Procurement Official will also act as the Department Contact for visits or other information. Oral communications directly with procurement officers and employees concerning this RFP are discouraged and shall not be binding to the State. Bidders should only rely on written statements issued by the Procurement Official. 1.5 Key Action Dates The important dates and times by which actions must be taken or completed are identified in Exhibit 8.2, Key Action Dates. If the State finds it necessary to change any of these dates, it will be accomplished by an addendum to this RFP. All dates after the Final Proposal submission deadlines are approximate and may be adjusted as conditions indicate without addendum to the RFP. Unless otherwise indicated, Bidder submissions shall be due by 5:00 p.m. (PT) on the date indicated in Exhibit 8.2, Key Action Dates. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 5 1.6 Americans with Disabilities Act (ADA) To meet and carry out compliance with the nondiscrimination requirements of Title II, Americans with Disabilities Act (ADA), it is the policy of the State to make every effort to ensure that its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities. For persons with a disability needing reasonable accommodation to p articipate in the Procurement process, or for persons having questions regarding reasonable accommodation for the Procurement process, please contact the Procurement Division at 916-375-4400 (main office). Procurement Division's TTY/TDD (telephone device for the deaf) and California Relay Service numbers are listed below. You may also directly contact the Procurement Official for this procurement. IMPORTANT: To ensure that we can meet your accommodation, it is best that we receive your request at least ten (10) working days before the scheduled event (e.g., Bidder conference) or deadline due-date for procurement documents. The Procurement Division TTY telephone number is:  Sacramento Office: (916) 376-1891 The California Relay Service Telephone Numbers are:  Voice: 1-800-735-2922 or 1-888-877-5379  TTY: 1-800-735-2929 or 1-888-877-5378  Speech to Speech: 1-800-854-7784 1.7 State of California Environmentally Preferable Purchasing (EPP) The State of California, DGS/PD is responsible for the implementation of Environmentally Preferable Purchasing (EPP) as mandated by the California Public Contract Code (PCC), Chapter 6, Sections 12400 -12404, and supported by the Governor’s Executive Order B-18-12. By signing Exhibit 8.3, Agreement Cover Letter, the Bidder is certifying that the products or services offered under this solicitation are in compliance with PCC Section 12404. ***** Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 6 Section 2 – Rules Governing Competition 2 Introduction Section 2 of this RFP describes the procurement process. Specific guidelines for the submission of this RFP response are found in Section 5, Proposal Format. 2.1 Identification and Classification of RFP Requirements 2.1.1 Requirements The State has established certain requirements with respect to proposals to be submitted by prospective Bidders. The use of "shall," "must," or "will" (except to indicate simple futurity) in the RFP indicates a requirement or condition which is mandatory. A deviation, if not material, may be waived by the State. A deviation from a requirement is material if the deficient response is not in substantial accord with the RFP requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity or quality of items bid1, amount paid to the supplier, or on the cost to the State. Material deviations cannot be waived. 2.1.2 Desirable Items The words "should" or "may" in the RFP indicate desirable attributes or conditions, but are non-mandatory in nature. Deviation from, or omission of, such a desirable feature, even if material, will not in itself cause rejection of the proposal. 2.1.3 Mandatory Requirements All items within this RFP labeled mandatory (M) are non-negotiable. A Pass/Fail evaluation will be utilized for all mandatory requirements in this RFP. Bidder’s signature on Exhibit 8.3 Agreement Cover Letter and submission of proposal response will be considered as Bidder’s agreement to all mandatory RFP requirements. 2.1.4 Non-Mandatory Requirements This RFP may include both preference programs and product/contract performance items identified as non- mandatory (NM) requirements. Bidders are not required to comply with these requirements in order to be compliant with the RFP. However, if a Bidder applies for a preference, the Bidder must meet the applicable preference requirements and provide the requested preference documentation as outlined within the section requirement. 2.1.5 Scored Requirements This RFP includes both mandatory scored (MS) and non-mandatory scored (NMS) requirements. Mandatory scored requirements are non-negotiable and will achieve points as identified Section 6, Evaluation if the requirement is met. 2.1.6 Narrative Responses This RFP includes some items that require a narrative response. Those items have been listed on Exhibit 8.11, Narrative Response. Bidders are to input narrative responses on the exhibit only and only for the items requested. If necessary, Bidders may add attachments to the exhibit to further explain their response. 1 If this solicitation document is an RFP, the word "bid" as used throughout is intended to mean "proposed," "propose" or "proposal" as appropriate. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 7 Bidders shall not input narrative responses within the proposal document nor shou ld narrative responses be included for items the State did not list on Exhibit 8.11, Narrative Response. 2.2 Bidding Requirements and Conditions 2.2.1 General This RFP, the evaluation of responses, and the award of any resultant contract shall be made in conformance with current competitive bidding procedures as they relate to the procurement of Information Technology goods and services by public bodies in the State of California. A Bidder's Final Proposal is an irrevocable offer for 180 days following the scheduled date for Submission of Final Proposals in Exhibit 8.2, Key Action Dates. A Bidder may extend the offer in the event of a delay of contract award. 2.2.2 RFP Documents This RFP includes, in addition to an explanation of the State's needs which must be met, instructions which prescribe the format and content of proposals to be submitted and the model of the contract to be executed between the State and the successful Bidder. If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other err or in this RFP, the Bidder shall immediately notify the Procurement Official identified in Section 1.4, Procurement Official, of such error in writing and request clarification or modification of the document. Modifications will be made by addenda issued pursuant to Section 2.2.8, Addenda. Such clarifications shall be given by written notice to all parties who have identified themselves as Bidders to the Procurement Official identified in Section 1.4, Procurement Official, without divulging the source of the request for same. Insofar as practicable, the State will give such notices to other interested parties, but the State shall not be responsible therefore. If the RFP contains an error known to the Bidder, or an error that reasonably should have been known, the Bidder shall bid at its own risk. If the Bidder fails to notify the State of the error prior to the date fixed for submission of proposals, and is awarded the contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction. 2.2.3 Examination of the Work The Bidder should carefully examine the entire RFP and any addenda thereto, and all related materials and data referenced in the RFP or otherwise available to the Bidder, and should become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work. 2.2.4 Questions Regarding the RFP Bidders requiring clarification of the intent or content of this RFP or on procedural matters regarding the competitive bid process may request clarification by submitting questions, in an email or envelope clearly referencing subject solicitation, to the Procurement Official listed in Section 1.4, Procurement Official. To ensure a response, questions must be received in writing by the scheduled date given in Exhibit 8.2, Key Action Dates. Question and answer sets will be provided to all Bidders without identifying the submitters. Any questions submitted should be crafted without revealing the name of the requestor. At the sole discretion of the State, questions may be paraphrased by the State for clarity. Oral answers shall not be binding on the State. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 8 A Bidder who desires clarification or further information on the content of the RFP, but whose questions relate to the proprietary aspect of that Bidder's proposal and which, if disclosed to other Bidders, would expose that Bidder's proposal, may submit such questions in the same manner as above, but also marked "CONFIDENTIAL," and not later than the scheduled date specified in Exhibit 8.2, Key Action Dates, to ensure a response. The Bidder must explain why any questions are sensitive in nature. If the State concurs that the disclosure of the question or answer would expose the proprietary nature of the proposal, the question will be answered and both the question and answer will be kept in confidence. If the State does not concur with the proprietary aspect of the question, the question will not be answered in this manner and the Bidder will be so notified. 2.2.5 Request to Change the Requirements of the RFP If the Bidder believes that one or more of the RFP requirements is onerous, unfair, or imposes unnecessary constraints to the Bidder in proposing less costly or alternate solutions, th e Bidder may request a change to the RFP by submitting, in writing, the recommended change and the facts substantiating this belief and reasons for making the recommended change. Such request must be submitted to the Procurement Official by the date specified in Exhibit 8.2, Key Action Dates. Failure by any Bidder to raise any concern related to the solicitation requirements or a failure of a referenced internet link by the relevant Key Action Date will be deemed a waiver of any claim regarding the contract award relating to the solicitation requirements. 2.2.6 Bidders’ Conference A Bidders' Conference may be held, during which suppliers will be afforded the opportunity to meet with State personnel and discuss the content of the RFP and the procurement process. Suppliers are encouraged to attend the Bidders’ Conference. The time, date and place of such conference, if held, are included in Exhibit 8.2, Key Action Dates. The State may accept oral questions during the conference and will make a reasonable atte mpt to provide answers prior to the conclusion of the conference. A transcript of the discussion, or those portions which contain the questions and appropriate answers, will normally be transmitted within approximately ten (10) working days to all suppliers who have submitted an intention to bid and those who have submitted a written request to receive the information. Written requests are to be submitted to the Procurement Official identified in Section 1.4, Procurement Official. If questions asked at t he conference cannot be adequately answered during the discussion, answers will be provided with the transcribed data. Oral answers shall not be binding on the State. 2.2.7 Supplier’s Intention to Submit a Bid Suppliers who want to participate in the bidding process are asked to state their intention by submitting Exhibit 8.1, Letter of Intent to Bid, by the date specified in Exhibit 8.2, Key Action Dates. The State is also interested as to a supplier's reasons for not submitting a bid; as, for example, require ments that cannot be met or unusual terms and conditions which arbitrarily raise costs. Suppliers are asked to categorize their intent as follows:  Intends to submit a bid and has no problem with the RFP requirements.  Intends to submit a bid, but has one or more problems with the RFP requirements for reasons stated in this response.  Does not intend to submit a bid because of one or more problems with the RFP requirements for reasons stated in this response. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 9 Hereafter, for the purposes of the instructions of this RFP, all suppliers who have indicated their intent to submit a Final Proposal are called Bidders until such time that the Bidder withdraws or other facts indicate that the Bidder has become nonparticipating. Should a Bidder not participate in a bid step, the State reserves the right to drop them from the participating Bidder list and they will not receive any further correspondence from the Procurement Official until they contact the Procurement Official to indicate that they would like further correspondence. All addenda, Question and Answer Sets, and Requests for Change will be published on the eProcurement California State Contracts Register. 2.2.8 Addenda The State may modify the RFP prior to the date fixed for Contract Award by issuance of an addendum. Addenda will be numbered consecutively. If any supplier determines that an addendum unnecessarily restricts its ability to bid, the supplier is allowed five (5) working days to ask a question, request a change or submit a protest to the addendum according to the instructions contained in Section 2.5.1, Protests. 2.2.9 Bonds Not Applicable. 2.2.10 Discounts In connection with any discount offered, except when provision is made for a testing period preceding acceptance by the State, time will be computed from date of delivery of the supplies or equipment as specified, or from date correct invoices are received in the office specified by the State if the latter date is later than the date of delivery. When provision is made for a testing period preceding acceptance by the State, date of delivery shall mean the date the supplies or equipment are accepted by the State during the specified testing period. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the State warrant or check. Cash discounts offered by Bidders for the prompt payment of invoices will not be considered in evaluating offers for award purposes; however, all offered discounts will be taken if the payment is made within the discount period, even though not considered in the evaluation of offers. 2.2.11 Joint Proposals Joint proposals are not acceptable for this solicitation. 2.2.12 Air or Water Pollution Violations Unless the contract is less than $25,000 or with a non-competitively bid Bidder, Government Code Section 4477 prohibits the State from contracting with a person, including a corporation or other business association, who has been determined to be in violation of any state or federal air or water pollution control law. Prior to an award, the State shall ascertain if the intended awardee is a person included in notices from the Boards. In the event of any doubt of the intended awardee's identity or status as a person who is in violation of any state or federal air or water pollution law, the State will notify the appropriate Board of the proposed award and afford the Board the opportunity to advise the Department that the intended awardee is such a person. No award will be made to a person who is identified either by the published notices or by advice, as a person in violation of state or federal air or water pollution control laws. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 10 2.2.13 Fair Employment and Housing Commission Regulations The California Government Code Section 12990 requires all State Bidders to have implemented a Nondiscrimination Program before entering into any contract with the State. The Department of Fair Employment and Housing (DFEH) randomly selects and reviews State Bidders to ensure their compliance with the law. DFEH periodically disseminates a list of suppliers who have not complied. Any supplier so identified is ineligible to enter into any State contract. 2.2.14 Exclusion for Conflict of Interest No consultant shall be paid out of state funds for developing recommendations on the acquisition of information technology (IT) products or services or assisting in the preparation of a feasibility study, if that consultant is to be a source of such acquisition or could otherwise directly and/or materially benefit from state adoption of such recommendations or the course of action recommended in the feasibility study. Further, no consultant shall be paid out of state funds for developing recommendations on the disposal of state surplus IT products, if that consultant would directly and/or materially benefit from state adoption of such recommendations. 2.2.15 Unfair Practices Act and Other Laws Bidder warrants that its proposal complies with the Unfair Practices Act (Business and Professions Code Section 17000 et seq.) and all applicable state and federal laws and regulations. 2.3 Bidding Steps 2.3.1 General The procurement process to be used in this acquisition is composed of multiple steps. Refer to Exhibit 8.2, Key Action Dates, to determine which steps are included in this RFP. References in this Section 2, Rules Governing Competition, to steps not included in Exhibit 8.2, Key Action Dates, are not applicable to this RFP. The Final Proposal is a mandatory step for all Bidders; all other steps are optional. However, all Bidders are strongly encouraged to follow the scheduled steps of this procurement to increase the chance of submitting a compliant Final Proposal. Costs submitted in any submission other than the Final Proposal may preclude the Bidder from continuing in the process. 2.3.2 Proposals The State desires to obtain proposals that are responsive in every respect. Therefore, the procurement process may include a Draft Proposal and will always include a Final Proposal, as described below. 2.3.2.1 Draft Proposal The main purpose of the Draft Proposal is to provide the State with a complete proposal in order for the State to identify any faulty aspects and/or material deviations that, if not corrected, could cause the Final Proposal to be deemed non-responsive on a technicality and rejected. If applicable, submission of a Draft Proposal is optional but is strongly recommended so that the Bidder may obtain the benefit of the two-step procurement process. However, Bidders are not required to submit a Draft Proposal. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 11 If Draft Proposals are submitted, Bidders must submit them by the date and time specified in Exhibit 8.2, Key Action Dates. The Draft Proposals must be complete in all respects except that dollar cost information must be omitted or replaced by XXXs. At the sole discretion of the State, the State Evaluation Team may evaluate each Draft Proposal received by the Draft Proposal submission date specified in Exhibit 8.2, Key Action Dates, unless the Draft Proposal is so defective that the State does not believe that there is adequate time to evaluate the Draft Proposal would result in the Bidder being able to correct the deficiencies prior to the Final Proposal due date, or the Bidder has placed conditions on the Draft Proposal that are unacceptable to the State. For Draft Proposals that are evaluated, the Bidder will be notified via email of any defects the State has noted. Draft Proposals received late may be reviewed if the Procurement Official believes there is enough time and resources to do so. Notifying the Bidder of defects is intended to minimize the risk that the Final Proposal will be deemed non-compliant; however, the State will not provide any warranty that the Draft Proposal will be evaluated even if accepted for review, or that any or all defects in the Draft Proposal have been detected. Notification of defects in the Draft Proposal will not preclude rejection of the Final Proposal, if undiscovered defects contained in the Draft Proposal are later found in the Final Proposal. The State may conduct confidential discussions with Bidders submitting Draft Proposals that have been reviewed by the State. At the confidential discussion, the State will identify areas of the Bidder’s Draft Proposal that may not be fully compliant with the requirements of the RFP and areas that are confusing to the State Evaluation Team. Oral statements made by either party during confidential discussions shall not be binding. 2.3.2.2 Final Proposal The Final Proposal must be complete, including all cost information, required signatures, contract language changes agreed to in writing and corrections to those defects noted by the State in its review of the Draft Proposal. If required in Section 5, Proposal Format, cost data must be submitted under separate, sealed cover. Changes that appear in the Final Proposal, other than correction of defects, increase the risk that the final proposal may be found defective. 2.3.3 Public Record Final proposals are public upon posting of Notice of Intent to Award. Bidders should be aware that marking a document "confidential" or "proprietary" in a final proposal may exclude it from consideration for award and will not keep that document from being released after notice of intent to award as part of the public record, unless a court has ordered the State not to release the document. 2.3.4 Submission of Proposals The instructions contained herein apply to the Final Proposal. They also apply to the Draft Proposal, except as noted. 2.3.4.1 Preparation Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. As stated above, the State's evaluation of Draft submissions is cursory. Therefore, Bidders are cautioned to not rely on the State, during these evaluations and reviews, to discover and report to the Bidders all defects and errors in the submitted documents. Before s ubmitting each document, the Bidder should carefully proof it for errors and adherence to the RFP requirements. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 12 2.3.4.2 Bidder’s Cost Costs for developing proposals are entirely the responsibility of the Bidder and shall not be chargeable to the State. 2.3.4.3 Completion of Proposals Proposals must be complete in all respects as required by Section 5, Proposal Format. A Final Proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. A Final Proposal must be rejected if any such defect or irregularity constitutes a material deviation from the RFP requirements. The Final Proposal must contain all costs required by the RFP Section 4, Cost, and Section 5, Proposal Format, setting forth a unit price and total price for each unit price item, and a total price for each lump sum price item in the schedule, all in clearly legible figures. If required in Section 5, Proposal Format, cost data must be submitted under separate, sealed cover. 2.3.4.4 False or Misleading Statements Proposals which contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the Bidder, may be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this RFP, it will be the basis for rejection of the proposal. 2.3.4.5 Signature of Proposal All Bidders must complete Exhibit 8.3, Agreement Cover Letter, and include it with the proposal. The Agreement Cover Letter (which shall be considered an integral part of the Final Proposal) shall be signed by an individual who is authorized to bind the bidding firm contractually. An unsigned Final Proposal shall be rejected. 2.3.4.6 Delivery of Proposals Final Proposals must be submitted no later than the date and time specified in Exhibit 8.2, Key Action Dates. If mailed, proposals must be received by the Department of General Services on or before the specified date and time. Bidders are required to mail or deliver proposals to the DGS/PD Procurement Official listed in Section 1.4. If mailed, it is suggested that Bidders use certified or registered mail with return receipt requested as delivery of proposals is done at the Bidder’s own risk of untimely delivery, lost mail, etc. Proposals must be received in the number of copies stated in Section 5, Proposal Format. Clearly mark one (1) copy “Master Copy”. All copies of proposals must be under sealed cover which is to be plainly marked “DRAFT PROPOSAL” or “FINAL PROPOSAL” for subject RFP. Bidders should be aware that marking the Final Proposal “confidential” or “proprietary” may exclude it from consideration for award. Final Proposals not received by the date and time specified in Exhibit 8.2, Key Action Dates, or not sealed, will be rejected. If required in Section 5, Proposal Format, all cost data must be submitted under separate, sealed cover and clearly marked "COST DATA." If cost data is required to be submitted separately sealed, and is not submitted in this manner, the proposal will be rejected. Proposals submitted under improperly marked covers may be rejected. If discrepancies are found between two (2) or more copies of the proposal, the proposal may be rejected. However, if not so rejected, the Master Copy will provide the basis for resolving such discrepancies. If one (1) copy of the Final Proposal is not clearly marked "Master Copy," the State may reject the proposal; however, the State may, at its sole option, select immediately after proposal opening one (1) copy to be used as the Master Copy. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 13 2.3.4.7 Withdrawal and Resubmission/Modification of Proposals A Bidder may withdraw its Draft Proposal at any time by written notification. A Bidder may withdraw its Final Proposal at any time prior to the proposal submission date and time specified in Exhibit 8.2, Key Action Dates, by submitting a written notification of withdrawal signed by the Bidder authorized in accordance with Section 2.3.4.5, Signature of Proposal. The Bidder may thereafter submit a new or modified proposal prior to such proposal submission date and time. Modification offered in any other manner, oral or written, will not be considered. Other than as allowed by law, Final Proposals cannot be changed or withdrawn after the date and time designated for receipt, except as provided in Section 2.3.6.3, Errors in the Final Proposals. 2.3.5 Rejection of Proposals The State may reject any or all proposals and may waive any immaterial deviation or defect in a proposal. The State's waiver of any immaterial deviation or defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with the RFP specifications if awarded the contract. 2.3.6 Evaluation and Selection Process 2.3.6.1 General Proposals will be evaluated according to the procedures contained in Section 6, Evaluation. Special instructions and procedures apply to Draft Proposals. 2.3.6.2 Evaluation Questions During the evaluation and selection process, the State may desire the presence of a Bidder's representative for answering specific questions, orally and/or in writing. During the evaluation of Final Proposals, the State may ask the Bidder to clarify their submitted information but will not allow the Bidder to change their proposal. 2.3.6.3 Errors in the Final Proposals An error in the Final Proposal may cause the rejection of that proposal; however, the State may at its sole option retain the proposal and make certain corrections. In determining if a correction will be made, the State will consider the conformance of the proposal to the format and content required by the RFP, and any unusual complexity of the format and content required by the RFP. If the Bidder's intent is clearly established based on review of the complete Final Proposal submittal, the State may at its sole option correct an error based on that established intent. The State may at its sole option correct obvious clerical errors. The State may at its sole option correct discrepancy and arithmetic errors on the basis that if intent is not clearly established by the complete proposal submittal the Master Copy shall have priority over additional copies, the proposal narrative shall have priority over the contract, the contract shall have priority over the cost sheets, and within each of these, the lowest level of detail will prevail. If necessary, the extensions and summary will be recomputed accordingly, even if the lowest level of detail is obviously misstated. The total price of unit-price items will be the product of the unit price and the quantity of the item. If the unit price is ambiguous, unintelligible, uncertain for any cause, or is omitted, it shall be the amount obtained by dividing the total price by the quantity of the item. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 14 The State may at its sole option correct errors of omission, and in the following four situations, the State will take the indicated actions if the Bidder's intent is not clearly established by the complete proposal. 1) If an item is described in the narrative and omitted from the contract and cost data provided in the proposal for evaluation purposes, it will be interpreted to mean that the item wil l be provided by the Bidder at no cost. 2) If a minor item is not mentioned at all in the Final Proposal and is essential to satisfactory performance, the proposal will be interpreted to mean that the item will be provided at no cost. 3) If a major item is not mentioned at all in the Final Proposal, the proposal will be interpreted to mean that the Bidder does not intend to supply that item. 4) If a major item is omitted, and the omission is not discovered until after contract award, the Bidder shall be required to supply that item at no cost. The determination of whether an item is minor or major is the responsibility of the State. If a Bidder does not follow the instructions for computing costs not related to the contract (e.g., state personnel costs), the State may reject the proposal, or at its sole option, re-compute such costs based on instructions contained in the RFP. If the re-computations or interpretations, as applied in accordance with this section, result in significant changes in the amount of money to be paid to the Bidder (if awarded the contract) or in a requirement of the Bidder to supply a major item at no cost, the Bidder will be given the opportunity to promptly establish the grounds legally justifying relief from its proposal. IT IS ABSOLUTELY ESSENTIAL THAT BIDDERS CAREFULLY REVIEW THE COST ELEMENTS IN THEIR FINAL PROPOSAL, SINCE THEY WILL NOT HAVE THE OPTION TO CORRECT ERRORS AFTER THE TIME FOR SUBMITTAL. At the State’s sole discretion, it may declare the Final Proposal to be a Draft Proposal in the event that the State determines that Final Proposals from all Bidders contain material deviations. Bidders may not protest the State’s determination that all proposals have material deviations. If all proposals are declared noncompliant, the State may issue an addendum to the RFP. Should this occur, confidential discussions will be held with Bidders who are interested in continuing to be considered. Each Bidder will be notified of the due date for the submission of a new Final Proposal to the State. This submission must conform to the requirements of the original RFP as amended by any subsequent addenda. The new Final Proposals will be evaluated as required by Section 6, Evaluation. 2.3.7 Award of Contract Award of contract, if made, will be in accordance with Section 6, Evaluation, to a responsible Bidder whose Final Proposal complies with all the requirements of the RFP documents and any addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made in accordance with Section 2.2.1, General. The State reserves the right to determine the successful Bidder either on the basis of individual items or on the basis of all items included in its RFP, unless otherwise expressly provided in the State's RFP. The State reserves the right to modify or cancel in whole or in part its RFP. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 15 2.3.8 Debriefing A debriefing may be held after contract award at the request of any Bidder for the purpose of receiving specific information concerning the evaluation. The discussion will be based primarily on the technical and cost evaluations of the Bidder's Final Proposal. A debriefing is not the forum to challenge the RFP specifications or requirements. 2.4 Contractual Information 2.4.1 Contract Provisions The State has model contract provisions to be used by state agencies when contracting for information technology (IT) goods and services. The model contract provisions appropriate for the specific requirements of this RFP are included in the RFP. 2.4.2 Specific Terms and Conditions The contract to be awarded is included in the solicitation document in its final form, and any alteration by a Bidder will result in rejection of its proposal. 2.4.3 Term of Contract The State intends to retain the required goods and services for at least the period specified in Section 1.1, Scope of this Request for Proposal. 2.5 Other Information 2.5.1 Protests Before a protest is submitted regarding any issue other than selection of the "successful Bidder," the Bidder must make full and timely use of the procedures descr ibed in Section 2.2.4, Questions Regarding the RFP, and Section 2.5.1.1 Requirements Protest of the RFP, to resolve any outstanding issues between the Bidder and the State. This procurement procedure is designed to give the Bidder and the State adequate opportunity to submit questions and discuss the requirements before the Final Proposal is due. The protest procedure is made available in the event that a Bidder cannot reach a fair agreement with the State after exhausting these procedures. There are two types of protests: 1. Requirements protests 2. Award protests A protest shall be submitted according to the procedure below. 2.5.1.1 Requirements Protest Protests regarding any issue other than selection of the "successful Bidder" are requirements protests and will be heard and resolved by the Deputy Director of the DGS/PD, whose decision will be final. All protests must be made in writing, signed by an individual authorized under Section 2.3.4.5, Signature of Proposals, and contain a statement of the reason for protest; citing the law, rule, regulation or procedures on which the protest is based. The protester must provide facts and evidence to support the claim. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 16 If the Bidder believes that one or more of the RFP requirements is onerous, unfair, or imposes unnecessary constraints to the Bidder in proposing less costly or alternate solutions, the Bidder may request a change to the RFP by submitting, in writing, the recommended change and the facts substantiating this belief and reasons for making the recommended chan ge. Such request must be submitted to the Procurement Official by the date specified in Exhibit 8.2, Key Action Dates. Failure by any Bidder to raise any concern related to the solicitation requirements or a failure of a referenced internet link by the relevant Key Action Date will be deemed a waiver of any claim regarding the contract award relating to the solicitation requirements. Requirements Protests must be mailed or delivered to: Street Address: Mailing Address: Deputy Director Deputy Director Procurement Division Procurement Division 707 Third Street, 2nd Floor P.O. Box 989052 West Sacramento, CA 95605 Sacramento, CA 95798-9052 All protests to the RFP requirements or procedures must be received by the Deputy Director of the Procurement Division as promptly as possible, but not later than the respective time and date specified in Exhibit 8.2, Key Action Dates. 2.5.1.2 Award Protest This solicitation/acquisition is being conducted under the provisions of the Alternative Protest Process (Public Contract Code Section 12125, et seq.). By submitting a bid or proposal to this solicitation, the Bidder consents to participation in the Alternative Protest Process, and agrees that all protests of the proposed award shall be resolved by binding arbitration pursuant to the California Code of Regulations, Title 1, Division 2, Chapter 5 (Exhibit 8.4, Alternative Protest Process Regulations). The link to the regulations is: http://www.dgs.ca.gov/oah/GeneralJurisdiction/BidProtestRegs.aspx A Notice of Intent to Award for this solicitation will be publicly posted in the Procurement Division reception area and sent via email or facsimile to any Bidder who submits a written request for notice and provides an email address or facsimile number. During the protest period, any participating Bidder may protest the proposed award on the following grounds: 1) For major information technology acquisitions – that there was a violation of the solicitation procedures and that the protesting Bidder’s bid or proposal should have been selected; or 2) For any other acquisition – that the protesting Bidder’s bid or proposal should have been selected in accordance with the selection criteria in the solicitatio n document. A written Notice of Intent to Protest the proposed award of this RFP must be received (facsimile acceptable) by the Coordinator before the close of business 5 p.m. PT on the second (2nd) working day after issuing the notice of intent, as specif ied in the RFP. Failure to submit a timely, written Notice of Intent to Protest waives Bidder’s right to protest. Bidder is to send the notice of protest to: Alternative Protest Process Coordinator/Dispute Resolution Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 17 Department of General Services Procurement Division Purchasing Authority Management Section 707 Third Street, 2nd Floor South West Sacramento, CA 95605 Fax: (916) 376-6226 Within seven (7) working days after the last day to submit a Notice of Intent to Protest, the Coordinator must receive from the protesting Bidder the complete protest filing including the signed, written detailed statement of protest including exhibits, filing fee and deposit or small business certification as applicable. Untimely submission of the complete protest filing waives the Bidder’s right to protest. Protest bond requirement: Bond amount for this Alternative Protest Process shall be ten (10) percent of the contract amount as specified in the solicitation. See California Code of Regulations, Title 1, Section 1418. 2.5.2 Disposition of Proposals All materials submitted in response to this RFP will become the property of the State of California and will be returned only at the State's option and at the Bidder's expense. At a minimum, the Master Copy of the Final Proposal shall be retained for official files and will become a public record after the Notification of Intent to Award as specified in Exhibit 8.2, Key Action Dates. However, materials the State considers confidential information (such as confidential financial information submitted to show Bidder responsibility) will be returned upon request of the Bidder. ***** Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 18 Section 3 – Bidding Requirements 3. Introduction This section contains the detailed bidding and contract requirements pertaining to this RFP and will be applicable to the resulting contract. Bidder’s proposal shall meet the State’s needs as defined in this RFP. Exhibit 8.11, Narrative Response lists the items to which the State requires a narrative response. Bidders are not to include narratives within this section or for items where a narrative is not requested. 3.1 Bidder Responsibility (M) Prior to award of the contract, the State must be assured that the Bidder selected has all of the resources to successfully perform under the contract. This includes, but is not limited to, personnel in the numbers and with the skills required, equipment of appropriate type and in sufficient quantity, financial resources sufficient to complete performance under the contract, and experience in similar endeavors. If, during the evaluation process, the State is unable to assure itself of the Bidder's ability to perform under the contract, if awarded, the State has the option of requesting from the Bidder any information that the State deems necessary to determine the Bidder's responsibility. If such information is required, the Bidder will be so notified and will be permitted approximately five (5) working days to submit the information requested. 3.2 Bidder Responsibility (M) The State requires that the contracts result ing from this RFP be issued to a prime Bidder who shall be responsible for successful performance of this RFP. The prime Bidder shall also be responsible for successful performance of any and all of their subcontractors. Furthermore, the State will consider the prime Bidder to be the sole point of contact with regard to contractual matters, payments, warranty issues, and maintenance of the equipment for the term of the contract. The prime Bidder will be responsible for compliance with requirements under the contract, even if requirements are delegated to subcontractor. All state policies, guidelines, and requirements apply to subcontractor. The prime Bidder and subcontractors shall not in any way represent themselves in the name of the State of California without prior written approval. 3.2.1 Confidentiality (M) The Bidder, engaging in IT services to the State pertaining to this project and requiring contact with confidential state information, will be required to exercise security precautions for such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes financial, statistical, personal, technical and all other types of data and information relating to operations of any state or local agency, whether expressly made available to the Bidders or encountered coincident to programming work or testing. Under no circumstances shall the Bidder use or publish, sell, or otherwise disclose to any third party the contents of any records or data, or reports derived from data, without the authorization and written consent of the State. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 19 3.3 Technical Requirements 3.3.1 Proposed Products (M) This RFP requires Bidders to submit a proposal for all Telemetry and GPS Systems. All requirements listed within Section 3, Bidding Requirements, shall apply to all Telemetry and GPS systems unless otherwise noted. Proposed products shall provide a comprehensive in-asset GPS system to collect and report usage, maintenance, Automated Vehicle Location (AVL), and operational data on the following asset categories:  Category 1 – Light Duty Vehicles  Category 2 – Heavy Duty Vehicles  Category 3 – Zero or Low Emission Vehicles  Category 4 – Non-Self Propelled Assets Bidders are required to bid on all line items within each asset category. The assets are located throughout the State of California and neighboring states. When available, data shall be collected automatically via Original Equipment Manufacturer (OEM) embedded GPS, provided it supplies the required data specified in this RFP. Bidder shall have the capability to integrate OEM telematics data for use within the awarded Contractor's web-application. When and if OEM embedded data is available, accessible, and can be processed by the Contractor, at the State’s option, the Contractor shall process the information to display in the same format as the data supplied by the Contractor’s proprietary device in the application. If a comprehensive OEM embedded method is not available, an aftermarket GPS device is acceptable to collect required data. As comprehensive OEM embedded methods become available, the State reserves the right to require the Contractor to access, transmit and provide data from OEM. The Contractor must remove the aftermarket device as described in Section 3.5.4 Take Back. The Contractor shall develop and provide the connection and data transfer from comprehensive OEM embedded telematics to the Contactor’s and/or ordering agency’s data warehouse. Data shall be provided to the State within 1 (one) year of availability. If not already capable, the contractor shall inform the State when the OEM embedded method becomes available, and provide pricing for the transition and any ongoing service fees. The State will own all asset data collected. 3.3.1.1 General Requirements (M) A. Contractor shall participate in the California Bureau of Automotive Repairs Continuous Testing Program (BAR CTP) development. Contractor must maintain participation for the duration of the contract including approved extension period(s) and transmit necessary data for program compliance as stated in 3.3.1.1. B. All equipment delivered will be tested to ensure it is operable and free from any defects or damage and is fully operational prior to shipment. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 20 C. The Contractor will furnish upgraded equipment with improved technology, including OEM technology, at the request of the ordering agency. However, any hardware change must be pre- approved by the ordering agency. If it is determined that upgraded equipment is to replace existing equipment, the ordering agency and the Contractor will develop an agreed upon implementation plan that will include a systematic process to ensure a smooth transition occurs. The transition plan timeline will be based upon the Agencies’ staffing levels, operational needs, and training requirements. D. All required data points for the Enterprise-Level Web Based Data Application (Application) and reporting, will be tied to the VIN or other Agency specific unique identifier (such as asset ID) and not the GPS device serial number. This will ensure no data loss if the device needs to be replaced in an asset. E. If an asset is sold or otherwise removed from the Agency fleet, a device deactivation process will be established. Data related to the inactive fleet asset will not be lost or archived, but available in the Application with all reporting functionality. Device re -use, where applicable, is required unless the device is defective or malfunctioning. F. The GPS device and On-Board Diagnostic II (OBD II) link connector device will be the latest and most technically advanced model available from the Contractor. Contractor shall provide a product generation history upon request any time during the contract period. G. Contractor shall agree to establish reoccurring meetings with the ordering agency to discuss any issues with the Application, and deliverables and remedies. H. The Application, Contractor Owned Storage Data Bases (data warehouse), and Program Interface (PI) will be Software as a Service (SaaS). All terms and conditions shall be compliant with State Model Cloud Computing Service Special Provisions (Software as a Service). I. The Bidder shall a provide system diagram and data flow diagram at the time of bid submission or within five (5) business days of request from the State Procurement Official. J. The solution shall enable role based access control that demonstrates compliance of least privilege and address segregation of duties compliance. 3.3.1.2 Asset Categories Defined (M) Proposed products shall be installed systems into the following asset categories, and be compatible with the web based data application in Section 3.3.6, Enterprise-level Web Based Data Application (application). Light Duty Vehicles (Category 1) Light duty (LD) vehicles are defined as being powered by an internal combustion engine equipped with OBD II protocol diagnostics and diagnostic connector. If asset does not have OBD II capabilities, alternative harness configurations must be made. All available data from the asset will be collected via the OBD II or alternative, diagnostic connector and transmitted wirelessly to the Application. OBD II emissions data necessary to comply with the BAR CTP shall be transferred directly to BAR daily, or as required by program policy, guidelines, statute or regulation. LD assets include, but are not limited to:  Sedans  Pickups  Motorcycles Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 21 Heavy Duty Vehicles (Category 2) Heavy duty (HD) vehicles are defined as being powered by an internal combustion engine equipped with Communication Protocol (CAN-bus) diagnostics J1708 & J1939 CAN-bus and diagnostic connector. Construction, off road, and auxiliary engine equipped assets are included in this category. All available data from the asset will be collected via the CAN-bus connector, if equipped, and transmitted wirelessly to the Application. HD assets include, but are not limited to:  Snow Plow Trucks  Snow Blowers  Paint Striper Trucks  Personal Hoist Trucks  Street Sweepers  Mower Tractors  Attenuator Trucks Zero or Low Emission Vehicles (Category 3) Zero or Low Emission Vehicle (ZEV) assets may include light duty or heavy duty vehicles. Zero or Low Emission Vehicle assets may include hydrogen fuel cell vehicles, pure battery electric vehicles , plug-in hybrid electric vehicles and compressed natural gas (CNG) vehicles. All available data from the asset will be collected via the diagnostic connector and transmitted wirelessly to the Application. OBD II emissions data necessary to comply with the BAR CTP shall be transferred directly to BAR daily, or as required by program policy, guidelines, statute or regulation. Current fleet consists of, and devices shall be compatible with, but not limited to the list below. BAR CTP is applicable to any vehicle with an Internal Combustible Engine. The fleet will grow as technology grows and new vehicle offerings become available.  Chevrolet Volt  Chevrolet Bolt  Chevrolet Spark  Ford C-Max  Ford Focus  Hyundai Tucson  Hyundai Sonata  Kia Soul  Nissan Leaf  Toyota Mirai  Toyota Prius Plug-In  Toyota Rav4 EV  Sterling L8513 Non-Self Propelled Assets (Category 4) Non-Self Propelled Assets (NSP) are not equipped with a means of propulsion or self-powered electrical system. Data will be collected via self -powered GPS device or if the asset has a standalone electrical system, the contractor shall provide for an alternative electrical power interface. Ordering agency will determine installation type. All data will be transmitted wirelessly to the Application. Non- self-propelled Fleet assets include, but are not limited to:  Trailers  Mobile Signs Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 22 3.3.2 In-Asset Data Services Requirements (M) The data and hardware service will include hard ware and data transfer services, data collection, data storage, reporting, diagnostic trouble code (DTC) and alerts. Application shall be capable of supporting an ordering agency’s fleet size potentially as large as fifteen-thousand (15,000) assets and twenty-five thousand (25,000) asset operators, depending on ordering agency’s fleet count. Data plans shall be unlimited for both Cellular and Satellite requirements. The data and hardware service will also include overlay mapping and wireless data transmission services for assets in all regions of California and neighboring states. Contractor shall provide a solution for areas without the ability to transmit data, in all areas of California and neighboring states. Transmission of data from the in-asset hardware will be wireless and bidirectional to and from the Contractors and/or ordering agency’s data warehouse. Troubleshooting, such as firmware updates and device health checks, will be pushed to the in-asset hardware via the network. All wireless transmission and communications shall take place over secure and encrypted channels. Contract service rates are only applicable to properly approved and installed devices actively sending complete data. The ordering agency reserves the right, and will be assigned rights, to activate or de-activate any device(s), at any time, via the Application and/or through Contractor’s customer service representative. The data collection, storage, reporting, and alert service will be provided statewide, twenty-four (24) hours a day, seven (7) days a week, including all holidays. The State does not expect 100% uptime on the web application, but the level of service provided with this contract will include a twenty-four (24) hour notice for scheduled maintenance. Maintenance should be scheduled outside normal business hours. Unanticipated downtime must be addressed within one (1) hour. 3.3.2.1 GPS Device and OBD II Link Software (M) The following data points at a minimum, will be collected by the Contractors device:  Asset Usage inform ation o Location information by latitude and longitude and nearest address where available o Date and time of travel o Trip route o Mileage of trips o Dash odometer values at beginning and end of each trip o ECM engine operating hours o Storage location o Asset operator ID o Days of use  Diagnostic Information o Malfunction Indication Light (MIL) o Diagnostic Trouble Codes o Fluid levels o Tire pressure monitoring o Emissions monitor status  Asset operator behavior o Excessive idling o Speeding o Harsh braking Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 23 o Harsh acceleration  Other o Fuel Usage o Green House Gas Emissions o Low fuel o Low charge All aftermarket GPS devices must record location via trips through event-based data transmissions or pings, in latitude and longitude and nearest address where available. 3.3.3 In-Asset Data Requirements (M) 3.3.3.1 Data Alert notices (M) For all connected device types, alerts shall include, but are not limited to, the following :  Asset use via Geofencing  Accident notification  Rapid acceleration/deceleration  Maintenance reminders such as oil change due, inspections due, etc.  Excessive idle and speeding events  Low primary power supply and battery level trend reporting  Loss of primary power supply  Odd hour activity as defined by ordering agency Alerts may be sent via e-mail, short message services (SMS) or multimedia message services (MMS) and will be user definable via the Application based on user hierarchy. Data transfers and updates will be configurable as required by the ordering agency. Available alert type will evolve with industry availability. 3.3.3.2 ZEV Specific Data Required (M) a. Fuel consumption b. Electricity usage by asset (kWh) c. Hydrogen usage in kilograms by asset. d. Fuel consumption for plug-in gas hybrid asset e. Percentage of miles driven on electricity for plugin hybrid asset f. Number of charging sessions per day, week, etc. per asset g. Average mileage for hybrid electric Hydrogen – if available h. For each charging session include the following: i. Starting and Ending State of Charge (SOC) ii. Total length of charging event iii. Event start and stop time iv. Amount paid per event transaction, if available v. Electricity consumed (Kwh) vi. Type of charger (level one, level two, and DC fast charger) if available. vii. Location of event i. Average starting and ending charging event SOC for each asset – if available j. Average length of charging session (for each asset and/or the entire fleet) within any report time span– if available k. Kilowatt hour consumption while charging (per charging session) Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 24 3.3.3.3 Device Storage (MS) Devices will store data without loss, for a minimum of forty-five (45) days at maximum data gathering rate. When assets are operating in an area of no service, they will store data and transmit stored data when coverage is available. When device storage has reached capacity the device will overwrite stored data beginning with the oldest data and progressing forward. Devices that reach capacity shall not “lock up” requiring a hard restart effectively erasing any stored data. Bidders exceeding the minimum requirement for Device Storage will be scored as specified in Section 6, Evaluation. Bidders shall confirm the ability to meet this requirement in Exhibit 8.19, Technical Questionnaire 3.3.4 In-Asset Hardware Requirements (M) A. All aftermarket GPS devices installed at any time by the Contractor will be of the most current available technology capable of communicating with OBD II or CAN-bus protocols to effectively process GPS, diagnostic, and sensor (AVL) data. Devices will transmit all data via wireless data transmission service(s) to the Contractor’s and/or ordering agency’s data warehouse server(s). Data transmission and communication shall take place over secure and encrypted channels. B. All aftermarket GPS devices will be installed utilizing industry standard “Y” cabling sized appropriately for electrical load and shielded to prevent interference during operation and data transfer. “Y” cables shall connect directly to OEM installed OBD II or CAN-bus diagnostic port connectors. In the absence of an OEM installed diagnostic connector, a 3 wire connection is acceptable to supply platform voltage, ground, and ignition (key on) signal. All installed devices connected to the OBD II diagnostic port or CAN-bus diagnostic port will “step aside” electronically when diagnostic equipment is attached allowing diagnostic data to pass freely via the OBD II or CAN-bus, as applicable, while performing diagnostic work. This “step aside” function will be accomplished automatically and will not require physically unplugging the telemetry device. C. Each selected asset will be equipped with the most current Radio-Frequency Identification (RFID) or equivalent proximity (non contact) technology to identify asset operators and will have an audible asset operator alarm alerting the asset operator to register their ID if not accomplished within thirty (30) seconds of key on event. Device must be in the form of a proximity or quick identifier. Device firmware will be configured to request the asset operator ID within ten (10) seconds of key on event. The asset operator ID interface device will be mounted in an accessible location for easy use and will not impair the asset operator’s vision, cause a safety hazard to any occupant, or interfere with any OEM systems. Asset operator identity including the specific personnel ID number will be viewable only in the App lication or through reports for defined user hierarchical roles. All aftermarket hardware will be of robust construction capable of withstanding off-road operating conditions (including but are not limited to, unusual shaking, vibration, extreme temperatures (-25 F to 150 F), dust, and noise). This RFID is for the identification of asset operator personnel only and not in conjunction to section 3.3.4.4, Vehicle RFID, regarding the non-mandatory option for vehicle RFID. D. All aftermarket GPS devices installed at any time by the Contractor will be the most current available technology capable and will communicate with OBD II or CAN-bus control systems as appropriate, process telemetry and diagnostic data, including but not limited to, live asset instrument dis play (dash) odometer and/or dash hour-meter reading and emission control system information. In order to provide proper GPS device functionality, reporting capabilities, data integrity, and effective GPS device communication with onboard asset systems and data transmission network(s), device firmware will be updated regularly to match evolving asset control protocol and communication technology advancements and configured to eliminate interference with asset systems communication. If, during the contract period, technology evolves and devices update generationally, the contractor will make devices, installation services or OEM technology available for ordering agency to procure. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 25 E. No component will cause harmful interference with, nor be adversely affected by mobile shortwave radio receivers or transmitters. The Contractor will supply and install any shielding or noise suppression equipment required to prevent transmission or receipt of harmful interference. As required by Part 15 of the Federal Communications Commission (FCC) Rules, a label will be placed in a conspicuous location on the main control unit that states the following: “This device complies with part 15 of the FCC rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation." This section applies to devices, connection harnesses, and any peripheral/associated equipment installed. F. Health Check o Devices that have not reported via a key-on event within twenty-three (23) hours will “wake up” automatically and report location, condition, and battery voltage (internal and supplied). o The Application may query all devices daily to determ ine “Health” as an alternate method. o Supplied battery voltage trend analysis will be conducted each week on all installed and activated devices to preempt non-reporting devices. Contractor will notify ordering agency authorized personnel of assets identified in the analysis as suspect by supplying asset ID, device serial number, last reported location of asset trend analysis, and current supplied battery voltage. G. All aftermarket GPS devices for powered devices will be report, at a minimum, live asset das h odometer and/or dash hour-meter reading, Asset ID, battery voltage (internal and supplied), position information in latitude and longitude (per ping rate or event) from key on to key off, engine RPM information, asset operator ID, date and time of travel, speed, and any additional parameters available in industry as requested by ordering agency. Devices installed on non-self-propelled assets will report, at a minimum, Asset ID, internal battery charge level in volts, position information in latitude and longitude, and date of position information change. Costs for development of data points not currently available in industry will be established during the contract implementation as described in Section 3.15, Contract Execution. H. All GPS devices will obtain dash odometer and/or dash hour-meter values directly from the onboard computer data stream. If the dash odometer/hour-meter Parameter in Display (PID) is not available in the data stream, the data will be identified and supplied from the manufacturer d ata stream. When the dash odometer and/or Dash hour-meter PID is/are not available in any onboard data stream, any applied meter calculation algorithms will be calibrated within one hundred (100) miles for odometers and fifty (50) hours for hour-meters, or less per six (6) month time period. Manual adjustments of meter information from the calculations mentioned above will be updated annually by the Contractor in the Application. Contractor will supply an annual certification of accuracy of odometers and hour-meters to ordering agency. I. All GPS devices must provide usage and movement information for assets travelling at speeds slower than that of normal motorized assets (equal to or greater than one (1) mile per hour), including non- passenger assets. J. All GPS devices will be configured to operate, report, and communicate within a primary voltage range of 6vdc (volts direct current) – 36vdc as supplied by each individual asset platform. No voltage converter or reducers will be allowed. K. Additional devices, components and hardware will be available for purchase by each ordering agency, to avoid downtime and ensure new assets have GPS installed with little delay. Cost for surplus devices and equipment will not exceed the initial Contract quoted price. L. Each GPS device must incorporate input/output ports to accommodate asset operator ID method, alert buzzer for asset operator ID, and two (2) additional port for potential expansion. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 26 M. Compliant with Federal Motor Carrier Standards (FMCS) regulations for collecting and reporting Daily Vehicle Inspection Reports (DVIR) and Electronic Logging Device (ELD), current at the time of bid . 3.3.4.1 Battery Back-Up (NMS) It is preferred that all aftermarket GPS devices installed by the contractor are equipped with internal battery backup power capable of sustaining temporary, communication upon disconnect from, or loss of, asset primary power source. The GPS device shall be configured to alert the Contractor and ordering agency of the power disconnect/failure via SMS, MMS, and/or E-mail alerts within one (1) minute of event. Contractor will respond by locating the asset within three (3) calendar days and schedule necessary repairs. Repairs will be completed within five (5) calendar days from failure or service fee for that month will be forfeited. Contactor will provide accounting for all non-reporting units in a format acceptable to the ordering agency on a weekly basis and will account for and remove non-repaired/non-reporting units from the monthly service invoice. This accounting will provide asset information, last reported date, last reported asset location, reason for non-reporting unit, and reason for non-reporting beyond the five (5) calendar days’ repair requirement. This is a non-mandatory scored requirement. Bidders meeting this requirement will be scored as specified in Section 6, Evaluation. Bidders shall confirm the ability to meet this requirement in Exhibit 8.19, Technical Questionnaire. 3.3.4.2 Non-Self-Propelled (Category 4) (M) Selected assets that do not have an electrical system will be equipped with GPS devices powered by an internal rechargeable battery. Devices shall be capable of providing utilization information such as, but not limited to, hours of use, days of use, distance travelled, and location. Devices may be equipped with solar panels to facilitate charging of internal battery. If solar is not an option, contractor must provide alternative means of battery charging. For trailer applications the device will be connected to the tow asset power supply when the trailer cord is connected and will use this power supply to charge the internal battery and power the device. Selected assets that have mounted powered equipment will be equipped with the asset operator ID option. Usage data, including but not limited to, days and hours of use, will be provi ded. Data points reported/required are specific to ordering agency operational needs will be determined by Contractor and ordering agency during the consulting period. 3.3.4.3 Automated Vehicle Location (AVL) (M) . Contractor shall provide AVL options for Heavy Duty assets and other assets as needed. AVL shall provide real time data collection, control, data analysis and reporting as described below:  Must be in compliance with state and federal asset operator reporting requirements  Collect real-time data necessary to support cost savings for winter maintenance compatible with communication protocols such as Clear Roads “CR 14-04 Plug and Play” or equivalent.  Automate the collection and reporting of highway maintenance activities  Provide video feed of winter maintenance activities  Real time tracking of assets for highway incident response and winter operations  Achieve a ROI that at a minimum sustains the use of a telematics program The Contractor will provide all equipment, service and labor to collect the data necessary to assess the current conditions associated with each of the objectives listed above. AVL Program and Services shall meet the following requirements: Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 27  Compatibility with a wide variety of light duty and heavy duty vehicles  All cellular and GPS antennas shall be internal to the unit  Contain serial ports for Power Take Off (PTO) inputs  Contain battery power for unpowered assets or a rechargeable solution  Alternate communications modem, i.e. satellite modem, for areas with limited cell service  Provide real-time PTO tracking, service and detailed reporting and alerts, including: o Spreader operation o Brine control o Material flow o Plow operation o Wiper operation o Forward and rear facing video feeds o Warning lamp operation o Current weather conditions, including road surface temp and pavement conditions  Ability to provide real-time asset control, detailed reporting and alerts, including: o ELD (www.fmcsa.dot.gov/hours-service/elds/electronic-logging-devices) o Daily Vehicle Inspection Records (DVIR) o Video capability for reporting out of service items o PTO work time  Compliance with FMCS regulations for DVIR and ELD current at the time of bid  Ability to interface with Asset Works Fleet Anywhere (FA) and Hansen Integrated Maintenance Management Systems (IMMS) to collect/input the following data: o DVIR data (FA and IMMS) o Out of service report data (FA and IMMS) o Subsystems and PTO data (FA and IMMS) o Component data (FA and IMMS) o ELD asset operator ID, duty status and hours of service (IMMS) o Material data (IMMS) o Highway Maintenance Reports (IMMS)  AVL Software Requirements: o Provides web based program access that requires no software installation to state compu ters o Provides continual program updates through the web without service interruption o Provides the administrative ability to include unlimited users, unlimited grouping hierarchy, unlimited geo-fences, and methods to group assets outside of the normal grouping hierarchy  All aftermarket hardware shall meet, at a minimum, and be installed in accordance with: Caltrans electronic/electrical quality standards which can be viewed at: http://www.dot.ca.gov/equipment/QualityStandards/Electric/Electric_pdf/Electrical.pdf Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 28 3.3.4.4 Vehicle RFID (NMS) Bidders proposing vehicle RFID capabilities, as described below, will receive additional points. To receive points, bidders must confirm their ability to meet this requirement in Exhibit 8.19 Technical Questionnaire. Passive RFID uses a reader that transmits a very powerful low-frequency radio frequency signal to an RFID sticker. This sticker is made only of metal and silicone and has no battery. The electrons in the RFID sticker become excited and begin to flow from the signal, causing the chip to wake up and transmit back to the reader at a much higher frequency. Active RFID doesn’t get the power it needs to transmit from an exciter but rather from a battery. The tag typically contains a Bluetooth chip and a single antenna. Every couple milliseconds, the tag transmits its identity to a reader. This vehicle RFID option, if offered, is to identify the vehicle location only and is not part of the mandatory operator RFID described in Section 3.3.4 (C). This is a non-mandatory scored requirement. Bidders meeting this requirement will be scored as specified in Section 6, Evaluation. Bidders shall confirm the ability to meet t his requirement in Exhibit 8.19, Technical Questionnaire. 3.3.5 Data Storage Services (M) A. The Contractor will provide a secure confidential Data Warehouse, and help desk facility with an uninterruptible power source, firewall protections, and a backup disaster recovery plan. B. The Data Warehouse will operate twenty-four (24) hours a day, seven (7) days a week, including holidays. The contractor must ensure that all data, data transmissions, and data storage is kept secure and confidential. The State does not expect 100% uptime on the Data Services, but the level of service provided with this contract will include a twenty-four (24)-hour notice for scheduled maintenance and must be communicated to the Ordering Agency at least twenty-four (24) hours prior. Maintenance should be scheduled outside normal business hours. Unanticipated downtime must be addressed within one (1) hour. C. The Data Warehouse will have a backup power supply to maintain continuous operations in the event of utility power failures. The service center will have duplicate computers for redundancy, with the ability to, at a minimum, permit restoration of data collection and user monitoring services within twenty-four hours after computer failure. D. The Data Warehouse will have duplicate data storage devices with automated fail-over and automatic re-establishment of the duplicate databases upon replacement of the failed storage device. E. The contractor will have a written Emergency Disaster Recovery Plan at the start of the contract. The associated system and equipment will provide support in case of failures in power, telephone system, data networking equipment at its host site to the user-level equipment provided by the Contractor, due to the following but not limited to, all natural or man-made disasters including flood or fire at the data storage and reporting center. A written Emergency Disaster Recovery Plan shall be provided at time of bid submission. F. All data produced will be the property of ordering agency and will be available for retrieval twenty-four (24) hours a day, seven (7) days a week, including holidays for a minimum of two (2) rolling years. The overwrite rate will be one (1) month and begin with the oldest data first. Data will be retained for a minimum of two (2) rolling years before overwrite (overwrite rate will be one (1) month), archiving, or deletion with the option for ordering agency to download the data prior to overwrite, archiving, or deletion. The download will be available in Excel, Comma Separated Value, or other agreed upon form. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 29 G. The data will be stored in and queried from a stable, relational database. All data corrections will reflect across the entire database system. All data must be encrypted at rest using Transparent Data Encryption (TDE) or like technology. H. Data points as defined during the implementation process between the Contractor and ordering agency will integrate with Fleet Management Software/Programs in use by ordering agency via PI or equivalent means. I. Ordering agency will regularly batch or import new data into, or update data in the Contractor database. This will include a batch in or import geofence information or as a regular update batch on the asset hierarchy. This will reduce the time otherwise needed to manually enter or update data and reduce the potential for errors in the data. Updates can be completed by ordering agency or by the Contractor. Proof of successful batch or update completion is required if completed by Contractor and will be provided to the ordering agency. J. During the implementation of the project the Contractor will work with ordering agency to create a Data Mapping Specification to ensure the ability to bilaterally move data from an ordering agency system to the Contractor system. K. All data collected by Contractor is owned by the ordering agency. Any use of, or change to, ordering agency data must be approved by the ordering agency, in writing prior to use of, or change to ordering agency data. L. The Data Warehouse will have bidirectional secure and encrypted communication with the Contractor Application portal. M. Ordering agency shall have the option to direct data to multiple alternative “cloud” or data warehouses instead of, or in addition to, the Contractor’s database. 3.3.6 Enterprise-Level Web Based Data Application (Application) (M) A. The Application will allow state personnel to access securely the asset data stored in the Data Warehouse. The Application will provide pre-configured, customizable, viewable, printable and downloadable reports as described in section 3.3.7 Web Application Reports, and has the capability of configuring and sending SMS, MMS or email alerts to users defined from within the Application, for each user. Data will be collected every one (1) second and transmitted directly to the Application of each ordering agency via cloud-based PI. B. The Contractor will offer this service in such a manner that the ordering agency has no responsibility for the database, the Application software, or the technical infrastructure and associated processes and procedures. Access to the Application and the underlying database will be provided through the web will be secure, encrypted and role-based. C. The Contractor will provide an internet secure link to ordering agency to the Contractor’s Application and server with all data processing functions occurring solely on the Contractor’s servers. D. The Application will not require installation of Bidder provided software or applications on state-owned computers. E. The Contractor will notify the ordering agency by phone and/or email thirty (30) calendar days prior to implementing Application system changes. Sixty (60) calendar day notice is required for database structure changes. All changes must be tested for functionality prior to release. All data will be bac ked- up prior to release of any changes. At least one (1) prior version of the backed up data should be available, tested and ready in the event a roll back is required. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 30 F. The Application will provide the ability to overlay map an asset’s location throughout the day and provide viewable, printable, and downloadable reports for each data type collected or calculated. The mapping overlay will be a seamless route tracking log of the fleet asset movement during the given time parameters. These reports will be customizable by authorized ordering agency via the Application interface. G. The Application UI map should be updated with the current vehicles location within thirty (30) seconds of vehicle movement H. Due to possible data drift for calculated odometer and hour-meter readings, the Application will accept odometer and hour-meter corrections for all platforms. Any odometer or hour-meter corrections entered will be actual dash odometer and dash hour-meter readings and will overwrite and eliminate the previous value causing the Application to display and store odometer and/or hour-meter increases based on this new value and cascade backward replacing previous odometer and hour -meter values based on the corrected value for data continuity and integrity. I. The Application will accommodate an unlimited user base with a minimum of one thousand (1,000) concurrent users per ordering agency account. J. The Application will support user hierarchy (role-based) Application access levels based on user ID’s and passwords. All passwords must adhere with secure salted password hashing standards. Moreover, the solution must be configured to enable the agency to set a date for password changes if required. The Contractor will establish the initial ordering agency user accounts based on personnel information provided by the ordering agency during the consulting phase. The Contractor’s customer support will provide ongoing support for user hierarchy, report data entry, and report generation for the term of the contract. Parameters, included but not limited to the following, will be a one click yes/no adjustment parameter for each classification/user and shall be standalone (not group dependent):  View Data – Current Location  View Data/Run Reports – Historical Location  View Data – Asset Diagnostics  View Data – Asset Operator  Run Reports – Asset Diagnostics  Manage Users  Manage Groups  Register/Edit Assets  Edit Odometer/ECM engine hours  Manage Geofences  Manage Scheduled Reports  Manage Alerts  Run Device Reports  View All Users  Manage Asset Operators  Manage Asset Operator ID Key Assignments  Manage Asset Operator Schedules  View Analytics Dashboard  View Asset Operator Behavior Dashboard  Show Asset Operator Information  Public Geofence Creation K. User hierarchy templates will be available, customizable, and one (1) click or equivalent, if approved by ordering agency and assignable to speed the process of establishing user rights. Initial templates will be created by the Contractor based on the rights hierarchy provided by the ordering agency. Authorized Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 31 personnel will have rights to create, edit, and assign custom rights and edit the templates mentioned above on an as needed basis. L. Provisions to mask certain data points, such as operator and location, will be available based on user hierarchy. M. Each ordering agency will supply a list of authorized personnel to the Contractor during project implementation process. The authorized personnel will have access to the Application twenty-four (24) hours a day, seven (7) days per week, including holidays. Person nel changes will be made as needed by each ordering agency through the administrator account by e-mail or by phone request to Contractor. The State does not expect 100% uptime on the web application, but the level of service provided with this contract will include a twenty-four (24) hour notice for scheduled maintenance. Maintenance should be scheduled outside normal business hours. Unanticipated downtime must be addressed within one (1) hour. N. The Application will allow for unlimited location pings or event based data transmission for each asset (with key on or off) twenty-four (24) hours a day, seven (7) days a week, including all holidays. The State does not expect 100% uptime on the web application, but the level of service provided with this contract will include a twenty-four (24) hour notice for scheduled maintenance. Maintenance should be scheduled outside normal business hours. Unanticipated downtime must be addressed within one (1) hour. O. The Application will have acceptable processing performance for mapping and tracking data. Acceptable is defined as a response time of between three to four (3-4) seconds for standard and ten (10) seconds to run complex process and content availability of 99.9 percent of the time. P. The Contractor will provide the ability to download or export all data directly from the Application. Q. The Application will allow users to access the application over a Secure Socket Layer connection with 256-bit encryption or equivalent utilizing Microsoft Internet Explorer 11 or higher, Mozilla Firefox, or Google Chrome web browsers. R. The overlay maps will work on all computers with Windows 7 or later, with at least 2GB of RAM, and Microsoft Internet Explorer 11 or higher, Mozilla Firefox, or Google Chrome web browsers. S. The Application will have the ability to geofence, both private and public. Any user created public geofences will be viewable to authorized personnel. Private geofences will be viewable to only that user account. When a user account is disabled, any geofences can be assigned to another account, or deleted by authorized personnel. T. The Application will have a scalable search functionality. The ordering agency will have access to search based on ordering agency defined hierarchies, asset identifiers (year, make, model, Vehicle Identification Number (VIN) or Asset ID). A wildcard search feature is required. U. The Application database will be compatibly structured to allow seamless data transfer to the ordering agency’s servers at any time if deemed necessary by the ordering agency. V. The Application will have real-time, secure bidirectional information transfer with the User Portal and Contractor Data Warehouse. W. The Application will allow users to access the application utilizing Microsoft Internet Explorer 11 or higher, Mozilla Firefox, or Google Chrome web browsers. X. The Application data transmission shall use Transport Layer Security (TLS) 1.2 and above. Y. The Contractor shall patch operating software for vulnerability at a minimum every thirty (30) calendar days. Additionally, the vendor shall implement a process that recognizes zero day, critical and high Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 32 vulnerabilities and must work with the agency to deploy the remediation/patching required with an expeditious manner to avoid possible risks to the agency’s information and information assets. Z. All hardware shall have a bar code or QR label affixed. Prior to each installation all hardware data shall be scanned and logged. At a minimum, the following data shall be captured:  Asset Identification number  VIN  Year/Make/Model  Telemetry Harness Type and part number  Telemetry/GPS device model and serial number 3.3.6.1 Telemetry and GPS Systems Mobile Application (Mobile App) (NMS) Bidder may propose to offer a Mobile App, compatible with IOS, Android, and Windows. No other component except the Mobile App will be needed to run the application. The Mobile App will also mirror the security requirements of data transmissions outlined in Section 3.3.9 Security. The Mobile App will have a secure login, single sign on (SSO) identical to secure login for application that reflects the user rights of the application and allows for all functionality, with an emphasis on registering assets, activating and deactivating devices, and location of assets. Mobile App asset registration will be through manual entry or by QR Code scanning. Mobile App must be running for the life of the contract if offered. This is a non-mandatory scored requirement. Bidders meeting this requirement will be scored as specified in Section 6, Evaluation. Bidders shall confirm the ability to meet this requirement in Exhibit 8.19, Technical Questionnaire. 3.3.7 Web Application Reporting (M) The Application will provide or generate the reports desc ribed within this section, if the required data is available from each selected asset. Reports will provide real time information, as needed. Reports will be available in the Application for a minimum of two (2) years. The reports will be provided at no additional cost. If reports include confidential, personally identifiable, or sensitive information, those reports must be labeled (Confidential). Information classification can be referenced in the SIMM5305-A section. All reports will have minimum capabilities of being queried, sorted and filtered by any field contained in the report and by data parameters such as date or date range, asset IDs, hierarchy, asset operator, geofence activity, or other parameters as agreed upon by ordering agency. Reports will be readable on screen, printable and downloadable. Reports will be downloadable from the Application and be transmitted to the ordering agency via a scheduled email when report size allows, in any of the formats listed below. Zip file format or an option like dropbox will be used when emailing report(s) or data, where possible. Where the data transmission exceeds the allowable size for emailing, even with Zip file format, a Secure File Sharing process will be created. The Application will also have an ad hoc reporting feature, which allows for creation of reports that can be one time reports or become a regularly generated report. Available file types will include Excel (2013 or newer), Portable Document Format (.PDF), text comma delimitated (.txt), Comma Separated Values (.CSV), and Hypertext Markup Language (HTML) at a minimum. Report(s) will be subject to approval by the ordering agency. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 33 3.3.7.1 Overlay Mapping Analysis  Asset’s location will be tracked and its travel plotted with no gaps between reporting points including directional arrows at reporting points on current maps. Travel will be depicted in lines corresponding to traveled route on up to date maps. Route will correspond to roadway traveled.  The Contractor is responsible for identifying gaps in data. All gaps in data will be investigated and acted upon by the Contractor to minimize impact to the ordering agency. The Contractor will report to the ordering agency all data gap instances and proposed solutions including time lines to correct the cause. If the cause is not related to hardware malfunction, data transmission coverage issue, or installation fault, the Contractor will provide a detailed report of actionable findings to the ordering agency. Reporting will occur within one (1) week of gap occurrence, in writing. Acceptable formats are .PDF, .txt, e-mail, or Word (.doc).  Mapping will plot and provide latitude and longitude coordinates and nearest address if available. The pinged asset location or event based data transmission should take no longer than thirty (30) seconds to be received via Application overlay map. The ping or event based data transmission will locate the asset regardless of ignition status.  Overlay maps will be easy to navigate for an accurate depiction of the assets daily movements. Easy navigation means web users are able to easily find and identify daily movements of assets in a consistent manner.  Overlay maps will load within a ten (10) second timeframe.  Overlay maps and asset location will be updated within thirty (30) seconds when a device condition/health check is requested via the application portal.  Overlay mapping will be scalable to display individual assets up to and including a nationwide view.  Mapping will include selectable views allowing District, County, Region, and Zip Code boundaries to be added individually or in groups overlaid on the map display. Asset activity associated with these boundaries will be accessible in the Application and in report generation. 3.3.7.2 Application Generated Reports The Application will generate the following pre-built (canned) reports through the secure internet site. All canned data will be available through the Application. All canned reports will be scalable, at a minimum, by:  Asset(s) ID  Asset operator name(s) and ID number(s)  GPS device type and serial number  Asset(s) odometer value  Asset(s) summed mileage  Alerts  Geofence location(s)/violation(s)  Ordering agency groups  Ordering agency hierarchy  VIN Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 34  Asset year  Asset manufacturer  Asset model  Asset fuel type  Ordering agency defined regions, or  Ordering agency assigned asset attributes 3.3.7.3 Equipment Report The Application will provide an on demand report of all assigned Asset (in use). The report will include at a minimum:  Asset ID  Ordering Agency hierarchy  Current dash odometer reading  Asset operator name and ID number  Asset year  Asset make  Asset model  Contractor device serial number  VIN  Location latitude and longitude, nearest address where available and geofence information 3.3.7.4 Equipment Alert Report The Application will provide at a minimum the ability to generate an alert report queried by Asset ID and date parameters. This report will be available on demand or as a scheduled daily, weekly or monthly delivered report. Alerts may be sent via e-mail, SMS or MMS. Alert data will include, but not be limited to:  Identifying the type and time of alert, example MIL commanded on (as applicable)  Excessive idling  Speeding  Off network  Non-reporting unit  Device disconnected  Battery or supply voltage near lower threshold  Diagnostic Trouble Code  Geofence entrance or exit  Unidentified operator 3.3.7.5 Automobile Log Report The Application will provide a report with the following data points for each t rip in report form within any time period where the data is accessible. This report will be available on demand or as a scheduled daily, weekly or monthly delivered report:  Asset ID  Asset operator name and ID number  Ordering agency hierarchy  Date and time of travel  Begin trip dash odometer/dash hour-meter Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 35  End trip dash odometer/dash hour-meter  Trip mileage  Engine hours  Trip start location  Latitude and Longitude  Nearest address where available  Geofence information  Trip end location  Latitude and Longitude  Nearest address where available  Geofence information o Hyperlink to map for each location o Overnight storage location for date of trip(s) 3.3.7.6 Usage Summary Report The Application will generate a total usage summary report within any time period where the data is accessible, for a little as a one-hour time period and up to a year, indicating actual number of assets used during the selected time period. This report will be available on demand or as a scheduled daily, weekly or monthly delivered report. This report will be summed by Asset ID. This report will be detailed to reflect the:  Asset ID  Ordering agency hierarchy  Days used  Begin dash odometer/dash hour-meter value  End dash odometer/dash hour-meter value  Mileage and/or hours used  Overnight storage location  Start latitude and longitude  End latitude and longitude  Nearest Addresses where available  Hyperlink to map for each location  Any geofences the asset stopped within  Fuel used for the time period 3.3.7.7 Activity Detail Report This report will show all of the asset activity data listed below, and be adjustable to any time range as for a little as a one-hour time period and up to a year. This report will be available on demand or as a scheduled daily, weekly or monthly delivered report. ordering agency will have rights to pull up to one (1) month of time, in one request. This will be ping by ping (or event by event) for the time period requested. Map route tracking log will be available at a minimum for one (1) month in the Application portal and a minimum of two (2) years in the Application database. The report will provide, for each ping/event:  Asset ID  Asset operator name and ID number  Ordering agency hierarchy  Latitude and longitude location for each ping Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 36  Asset hierarchy information  Hyperlink to map for each location  Nearest Addresses where available  Date and time of each ping  Asset operator ID for each ping  Ignition Status for each ping  Directional heading  Average speed  Max speed  Instantaneous speed  Posted speed 3.3.7.8 Fleet Asset Management Report The Fleet Asset Management Report will be provided on a monthly basis and include the following data for the previous month time period:  Days used  Ending dash odometer value  Ending hour-meter value  Asset ID  Asset Operator ID  year/make/model  VIN 3.3.7.9 Speeding Violation Report A Speeding Violation Report will be provided on a weekly basis. This report will show the raw data and data in graph form. The report will be available in .PDF and Excel. Contractor must be willing to provide a subject matter expert to stand behind their data in a court of law if required. If required by an agency to provide a subject matter expert in a court of law, the applicable agency shall pay for any costs and expenses incurred by Contractor to satisfy the applicable agency's request. This report will include and be scalable by:  Asset ID  Asset operator name and ID number  Ordering agency hierarchy  Average speed  Minimum speed  Maximum speed  Duration of speed  Posted speed  Latitude and longitude  Hyperlink to map for each location  Nearest address where available  Ordering agency defined hierarchy Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 37 3.3.7.10 Overnight Storage Report The Overnight Storage Report will be provided on a monthly basis and cover a one-month time period, but will also be available on demand and for any time period up t o one (1) year of data. This report will identify the overnight storage location for all assets and will include:  Asset ID  Asset operator name and ID number  Ordering agency hierarchy  Date  Time  Begin of day location latitude and longitude and nearest address where available)  End of day location (latitude and longitude and nearest address where available)  Hyperlink to map for begin and end locations  Mileage traveled  Engine hours for the day 3.3.7.11 Key Fob “Frequently Operated Button” Compliance Report (As set Operator ID) The Key Fob Compliance Report will be provided on a weekly basis, and on demand. The ordering agency will also have rights to pull this report for any time period up to one (1) year. This report will provide, per trip, if an asset operat or was assigned for the trip. This report will show the raw data and the data in graph format acceptable to ordering agency. 3.3.7.12 Malfunction Indicator Lamp Report: The Malfunction Indicator Lamp (MIL) report will be schedulable, on all applicable asset(s), and contain, at a minimum, the following data points:  VIN  Asset ID  Ordering agency hierarchy  License Number  Year  Make  Model  Fuel Type  MIL status (on/off)  Active DTC’s  Monitor Status (complete/incomplete):  Catalyst  Fuel System  Oxygen Sensor(s)  Oxygen Sensor Heater(s)  Secondary Air System  Misfire  Comprehensive Component  Exhaust Gas Recirculation System  Evaporative System  Heated Catalyst Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 38 The MIL report will have the following filters based on current BAR/CARB program requirements and regulations:  Pass  Failed  Ineligible – Indicates assets not subject to BAR/CARB smog check  CTP – Indicates assets participating in BAR/CTP Program 3.3.7.13 Custom Reporting Requirements The Contractor agrees to work with ordering agency to meet the evolving reporting needs of ordering agency. Reports will be created as part of the Contract with no additional charges to ordering agency. Reports may be one-time reports, for a particular project or need, or regularly scheduled reports, delivered by e-mail when size allows, or available for download through the Application. All reports are scalable by the same parameters as the canned reports. All reports will include the ordering agency defined asset hierarchy. Ordering agency defined asset operator hierarchy will also be included whenever a report requires asset operator information. 3.3.8 Program Interface (PI) (M) A. The PI shall be capable of providing bidirectional, real-time information transfer between:  The Application  Ordering agency fleet management software  ELD  Ordering agency’s electric vehicle charger network  Ordering agency bulk fuel network  Ordering agency commercial fuel network  The State of California’s, Employee Identity Software, per ordering agency. The PI will provide one directional, real-time information to the BAR CTP, DGS Office of Fleet Asset Management (OFAM) Fleet Asset Management System (FAMS) and ordering agency ESRI software. At this time, BAR and ESRI are the only known working PI. Contractor must be able to work with agencies on additional PI. The Application information transfer will be seamless, undetectable to log in users, and will not require portal exit log out to execute. Information must be accessible to authorized fleet managers. B. Required data elements will be collected and an ability provided to integrate those data elements via free PIs into third-party application for reporting. Third-party application could include fleet asset management software, such as AssetWorks. C. The PI will push available industry standard diagnostic information to the fleet management software, as required by the ordering agency. D. The PI will push dash odometer, dash hour-meter, engine hour usage, days of use, overnight storage location, and other usage information to be determined, as needed to the ordering agency fleet management software. E. The PI will pull asset information, such as hierarchy, year, make, model, VIN, license plate and other asset identifying information, as needed from the fleet management software. F. Further data definitions, data mapping specifications, and Representational State Transfer Architecture (RESTful) services will be developed during the consulting period. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 39 G. The Roadmap will also be developed during the consulting period and agreed upon by the Contractor and ordering agency. The Roadmap will include potential changes in ordering agency data needs, fleet management software or need for other changes to the data definitions or RESTful services. H. The security and privacy of the PI will meet or exceed the security and privacy requirements of the Application as stated in Section 3.3.9, Security. I. The terms of service and service level for the PI will be established by a collaborative team comprised of Contractor, ordering agency, and ordering agency IT and will be drafted during the consulting phase by the Bidder in writing. The Contractor must obtain ordering agency, and ordering agency IT written approval prior to commencement. J. Any licensing (interface, data, code) and any policies will be provided in writing by the Contractor. Contractor must obtain ordering agency, and ordering agency IT written approval prior to commencement. K. A Changelog will be provided, in writing, to ordering agency. The Changelog will include records of requests for changes from ordering agency, new version released information, changes between versions, bugs found, bug solutions, patch data, project phases, and other changes as decided by ordering agency. The Changelog will include a minimum date of change, date of ordering agency notification, bugs or errors arising from changes, and other information as needed by ordering agency and Contractor Technical Lead. L. The PI will be available twenty-four (24) hours a day, seven (7) days a week, including all holidays, unless notification is given twenty-four (24) hours in advance, for updates or upgrades to the PI. The updates or upgrades to PI should be completed after regular business hours of 6 AM to 5 PM PT. The State does not expect 100% uptime, but the level of service provided with this contract will include a twenty-four (24)-hour notice for scheduled maintenance. Maintenance should be scheduled outside normal business hours. Unanticipated downtime must be addressed within one (1) hour. M. Training will be provided to designated ordering agency staff for use of the PI as described in 3.10.6, Training. N. The PI will be supported at no additional cost to the ordering agencies, as any other service in the contract. O. The Contractor shall patch operating software for vulnerability, at a minimum, every thirty (30) calendar days. 3.3.9 Security (M) The minimum standards for security are listed below: A. The Contractor will have a written risk management process for data loss and data breac h of servers, web application, PI, devices, or asset through devices after the implementation meeting with the ordering agency. B. Data Warehouse security processes, firewalls, and communication encryption will be provided in writing after the implementation meeting with the ordering agency. C. In the event of a breach, the Contractor will disclose as required by the California Civil Code 1798.29, Section 1, Section 1.5, and Section 2. D. The Contractor will comply with Advanced Encryption Standard 256 (AES 256) or greater for data transmissions, including ordering agency-to-server, server-to-server communication, as well as any data transfer between core systems and third party systems wired or wireless. Unencrypted communication is permissible within a protected authorized boundary, for example, internal server -to-server communications within a protected Amazon Web Services (AWS) Virtual Private Cloud (VPC). Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 40 E. The physical data centers will only allow access to authorized employees. F. The physical data centers will have back up power capable of sustaining data center power needs with the ability to, at a minimum, permit restoration of data collection and user monitoring services within twenty-four hours after power failure. G. The Application will employ Secure File Transfer Protocol and Secure Hypertext Transfer Protocol. H. Contractor will audit its own security policies and procedures at least yearly and update/upgrade as technology advances. Contractor shall provide a copy of the annual audit at no cost. The data contained in the annual report will be certified by the Contractor for accuracy. I. All data will be backed up daily. All data backups will be restored and tested annually to ensure that the backups’ data integrity is preserved. The vendor must coordinate with the agency the test validation and provide the results of the validated restore. J. The system shall be compliant with State Model: Cloud Computing Special Provisions for Software as a Service (SaaS) See Exhibit 8.24 Cloud Computing Special Provisions. The asset data shall be securely encrypted during transmission from the embedded or aftermarket device and transmitted via cellular and satellite network, or combination of data transmission services to a Contractor and/or ordering agency’s owned data warehouse. 3.3.9.1 Federal Information Processing Standards (NMS) Federal Information Processing Standards 140-2, Level 1 shall apply to all employed cryptographic modules. Certificate and accreditation must be maintained throughout the life of the contract. Additionally, the solution should operate with FIPS mode enabled. This is a non-mandatory scored requirement. Bidders meeting this requirement will be scored as specified in Section 6, Evaluation. Bidders shall confirm the ability to meet this requirement in Exhibit 8.19, Technical Questionnaire. 3.3.10 Non-Core Catalog Items (M) Only products meeting or exceeding the requirements within each category may be purchased under any contract resulting from this RFP. Non-Core Catalog Items shall be offered at the discount quoted in Exhibit 8.21, Cost Workbook. Non-Core Catalog Items may include any components related to Telemetry and GPS Systems and services. Such items may include, but are not limited to:  Driver Identification Device (Key FOB)  Key FOB Tethers  Key FOB Readers  Alternate Power Supply Harness  Heavy Duty/CanBus Harness  Light Duty/OBD Harness  AVL Processor/Interface  Satellite Modems  Network Extenders  AVL Components required to operate mandatory hardware requirements in Section 3.3.4.3 AVL. Offers for any items may be offered at a greater discount than the quoted Non-Core Catalog discount. Offers for non-core items at a lesser discount will not be considered. Products outside the scope of an awarded category may not be purchased from a contract resulting from this solicitation. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 41 3.3.11 Product Substitutions/Discontinued Items (M) The products proposed to meet the requirements of this RFP must be available throughout the duration of the contract term. If, during the life of the contract, a contract product or configuration is discontinued, the Contractor shall notify the State Contract Administrator (CA) in writing and propose a comparable substitute product or configuration at least thirty (30) calendar days prior to product or configuration discontinuation. The State CA will review the substitute product and determine acceptability. Once the substitute product has been approved, the State CA will provide written approval to the Contractor to update contract item information per Section 3.8, Electronic Catalog/Contract Website. These changes will be made in the form of a contract supplement. The Contractor will maintain the contract discount as bid throughout the original term of the contract and any extension, including upon approved substitution. If no substitute product is available that meets or exceeds the specifications due to fundamental technology or market change, the State may alter the configuration requirements to meet the updated marketplace standards. Obsolescence of a configuration may be determined at the State’s discretion. The Contractor shall not substitute products or configurations or modify catalog information without written approval from the State CA. 3.3.12 Product Refresh (M) The State expects Telemetry and GPS Systems and associated products to be periodically updated as technology changes. Contractor is required to:  Support this effort throughout the life of the resulting contract.  Maintain the blanket government discounts at the levels set forth in the contract, even as configu rations evolve.  Proactively report to the State CA at least every six (6) months, or as needed, on changes in technology and make recommendations for model changes for each configuration based on product life cycles.  Notify the State CA regarding product replacement at end of product life cycle or End of Life (EOL) at least sixty (60) calendar days prior to the EOL date.  At the time of refresh notification, Contractor shall provide to the State CA the following: o Description of items going EOL and their replacements o A side by side comparison of the proposed product to the product being replaced and its corresponding configuration specifications. o An up to date Road Map of the products proposed to refresh the configurations. o An OEM price list containing the items offered in the proposed refreshed line items. 3.3.13 Peripherals (M) Peripherals extend the functionality without modifying the core components of the system. The Contractor shall provide the warranty service and maintenance for all peripherals on the Cont ract. 3.4 Software Products 3.4.1 Systems Operating Software (M) Contractor shall provide the most current systems operating software to provide fully functional Telemetry and GPS Systems equipment unless otherwise specified in the purchase order. The Contractor will deliver Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 42 all original software media and manuals with the delivered products. If the original operating system media is not delivered with the products, the Contractor must provide recovery media with the system. These software products shall be available throughout the contract duration, including any extension. Contractor must provide a perpetual license to the operating system. 3.4.2 Related Software (M) Contractor must communicate and provide to the State (at no additional cost) updates and releases of related software required to make a complete working configurations. 3.4.3 Title (Software/Firmware) (M) Contractor represents and warrants that it is the sole owner of the goods or, if not the owner, has received all proper authorizations from the owner to license the software/firmware product, and has the full right and power to grant the rights contained in this contract. Contractor further warrants and represents that the software/firmware package and its use will not violate or infringe upon any patent, copyright, trade secret or other property right of any other person. 3.5 Environmentally Preferable Purchasing Requirements 3.5.1 Post-Consumer Recycled Content Certification (M) State departments are required to report purchases made within 11 product categories in the California Department of Resources Recycling and Recovery’s (CalRecycle), formerly the California Integrated Waste Management Board, State Agency Buy Recycled Campaign (SABRC) per Public Contract Code (PCC) Sections 12200-12217. In order to comply with those requirements, the Contractor will be required to certify, in writing, the minimum percentage, if not the exact percentage, of post-consumer recycled content material (PCRC) in each of the products offered as part of this solicitation. Per PCC Section 12205, the certification shall be provided regardless of content, even if the product contains no recycled material. The PCRC Certification Workbook (Exhibit 8.17) contains the following documents: 1) PCRC Percentages Worksheet – Bidder shall complete the PCRC Percentages Worksheet listing the percentage of post-consumer recycled content material for each product offered. 2) Letter of Certification – Bidder shall print and sign the Letter of Certification certifying that the minimum percentage, if not exact percentage, listed in the PCRC Percentages Worksheet is accurate. The Letter of Certification shall be furnished under penalty of perjury. The Letter of Certification shall be provided regardless of content, even if the product contains no post-consumer recycled material. 3) Reportable Product Categories Table – This table is provided for informational purposes only and identifies the 11 reportable SABRC product categories. During the life of the contract, the Bidder will be required to submit revised PCRC Certification Workbook information if percentages are adjusted or if substitute line items are approved by the State CA. Bidder shall complete and submit Exhibit 8.17, PCRC Certification Workbook with their proposal or during the contract Execution period as identified in Section 3.15, Contract Execution. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 43 3.5.2 Plastic Trash Bag Certification Violations (M) Public Resources Code Section 42290, et seq., prohibits the State from contracting with any supplier, manufacturer, or wholesaler, and any of its divisions, subsidiaries, or successors that have been determined to be noncompliant to the recycled content plastic bag certification requirements. This includes award of a state contract or subcontract or renewal, extension, or modification of an existing con tract or subcontract. Prior to award, the State shall ascertain if the intended awardee or proposed subcontractor is a business identified on the current California Department of Resources Recycling and Recovery (CalRecycle) noncompliant list(s). In the event of any doubt of the status or identity of the business in violation, the State will notify the CalRecycle of the proposed award and afford CalRecycle the opportunity to advise the State. No award will be made when either the Bidder or a subcontractor has been identified either by the published list or by advice from CalRecycle, to be in violation of certification requirements. 3.5.3 Hazardous Materials Documentation (M) The Contractor shall provide a Safety Data Sheet for product(s) subject to Title 8 of the California Code of Regulations, Section 5194, Hazard Communication. The Safety Data Sheet is to be prepared and delivered in accordance with this Section. 3.5.4 Take Back (M) Bidder shall make available a Take Back service for similar equipment, including other OEM equipment. It is mandatory that the Bidder offer this Take Back service. However, it is not mandatory that the ordering agency use the service offered. The equipment returned as part of the Take Back service shall be environmentally responsibly managed. To the greatest extent feasible, the equipment is to be refurbished for resale or recycled. Prior to contract award, Bidder shall provide the following information during the contract execution period as identified in Section 3.15, Contract Execution:  Name and address of equipment take back company(ies); including transporter company, if different.  General description of what steps take place during the take back process: from pick -up to the refurbishment or recycling of the equipment. Include name and location of involved facilities.  Brochure or website address documenting the Equipment Manufacturer’s commitment to recycling or zero landfill disposal.  Instruction on how to use the service (i.e., contact information). The State reserves the right to remove and retain the Telemetry equipment, including but not limited to any hard disk drives in the equipment, prior to Take Back. 3.6 Warranty 3.6.1 Warranty (M) Equipment provided will be covered under warranty for a minimum period of one (1) year. Warranty period will initiate when installation is complete, the system is activated verified functional, and transmitting accurate data. In the event any contractor supplied equipment becomes inoperative during the warranty period due to a malfunction or through normal use. Battery warranty period shall be a minimum of 3 (three) years. Warranty repairs will take no longer than five (5) business days to resolve once the Contractor has received a request for repair via telephone, email, or facsimile. Contractor shall provide written acknowledgement of notification within twenty-four (24) hours to ordering agency. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 44 The Contractor shall bear all material and labor costs for repair of equipment defects and failure during the warranty period. The Contractor shall be the main point of contact for all warranty issues and shall facilitate any necessary contact between the ordering agency and the manufacturer. During the warranty period, the Contractor must:  Honor all manufacturers’ warranties and guarantees on all products offered through the contract.  Continue to provide warranty service after contract termination until expiration of warranties for products that have been sold under the contract.  Provide all labor, parts, and travel necessary to keep the products in good operating condition and preserve its operating efficiency in accordance with its technical specifications.  Pay any necessary shipment and insurance costs. The warranty services listed shall include all products, software and firmware mainten ance costs and costs of labor, parts, travel, factory overhaul, rehabilitation, transportation and substitute products as necessary. Substitute products will be comparable to or better than the products removed. In instances where it is necessary for the Contractor to return the products to the factory, the Contractor will be responsible for all costs of the products from the time it leaves the authorized purchaser’s site until it is returned to the site in good operating condition. Only new standard parts or parts equal in performance to new parts will be used in effecting repairs. Parts that have been replaced will become the property of the Contractor except in instances where the State chooses to keep the hard drives. Replacement parts installed will become the property of the authorized purchaser. All operating system software and firmware will be considered an integral component of the equipment and the Contractor will respond to all requests for warranty service for any failure. Warranty services during the warranty period will not include products not provided under this contract. Warranty services also will not include repair of damage resulting from transportation by the authorized purchaser between state or local sites or from accident, unless the accident is caused by negligent or intentional acts or omissions of Contractor or its agents. 3.6.1.1 Additional Warranty (NMS) A warranty period exceeding the minimum one (1) year period will be scored as specified in Section 6, Evaluation. This is a non-mandatory scored requirement. Bidders meeting this requirement will be scored as specified in Section 6, Evaluation. Bidders shall confirm the ability to meet this requirement in Exhibit 8.19, Technical Questionnaire. 3.6.2 Equipment Replacement During Warranty (M) If a product provided fails to perform in accordance with technical specifications and functional descriptions contained or referenced in the awarded contract agreement and is subject to warranty response three (3) or more times during any ninety (90) day period, the Bidder will upon the authorized purchaser’s request, replace the product at no cost. The replacement product will be delivered no later than fifteen (15) working days after the authorized purchaser’s request is receiv ed by the Contractor. Contractor shall acknowledge receipt of notification within twenty-four (24) hours to ordering agency. Replacement goods cannot be used, refurbished or recycled, and must be of equal or greater value. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 45 3.6.3 Principle Period of Maintenance (PPM) (M) The Contractor must provide warranty and unscheduled service calls for equipment failure in accordance with the following Principal Period of Maintenance (PPM) times after notification from an authorized purchaser of a problem with any of the goods included on contract.  Metropolitan Areas shall be, Monday through Friday, eight (8) hour onsite response time or remediation in metropolitan areas, excluding state holidays.  Non-Metropolitan Areas shall be two (2) hour call back response time, excluding state holidays. Remediation shall be underway within twenty-four (24) hours, including onsite if necessary. Metropolitan Areas: Counties San Diego Orange Riverside Los Angeles San Francisco Alameda Sacramento Santa Clara San Bernardino Yolo Solano Contra Costa San Mateo Cities Redding Stockton Bakersfield Ventura Tracy San Quentin Santa Rosa Santa Barbara Fontana Fresno 3.7 Pricing (MS) This RFP and resulting contract will employ a discount-off list price structure. The discount percentage applied to each classification shall apply to all products or services applicable to that classification (e.g., all core c onfiguration products will be sold at the discount off list price indicated by the core configuration discount) for all configurations within the relevant category. The OEM’s publically-available price list referenced shall include all products available in the categories proposed. Bidders shall provide a verifiable record of the submitted price list that will be approved by DGS /PD at final bid submission. Price list versions shall be identifiable by a revision date. In addition, the Bidder shall describe the navigation from their website homepage to their publically available price list webpage on Exhibit 8.11 Narrative Response. Bidders shall provide the OEM MSRP/List Price and discount for each line item listed in Exhibit 8.21, Cost Workbook for all categories bid. Pricing and discounts proposed in Exhibit 8.21, Cost Workbook will be evaluated and scored in accordance with Section 6, Evaluation. 3.7.1 Price Adjustments (M) Each discount percentage is established in Exhibit 8.21, Cost Workbook. All discount percentages shall be firm fixed for core and non-core catalog items for the contract term, including any optional extension periods, unless a discount adjustment is negotiated. A discount percentage will not decrease during the contract term including any extension period. However, the list price for core items may fluctuate in the event of a Product Substitutions/Discontinued Items (refer to Section 3.3.10) or Product Refresh (refer to Section 3.3.11). The list price for non-core catalog items may fluctuate throughout the contract term . Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 46 3.8 Electronic Catalog/Contract Website (M) Contractor shall develop and maintain an electronic catalog as part of a state contract website. The State contract website must be separate from the Bidder’s commercially available (i.e., public) on-line catalog and ordering systems and shall contain only the contract line items and pricing as specified in the awarded contract. No other items or pricing may be shown in the electronic catalog without written approval from the State CA. The contract website shall offer twenty-four (24) hours per day, seven (7) days per week availability, except for regularly scheduled maintenance times. The State does not expect 100% uptime on the catalog, but the level of service provided with this contract will include a twenty-four (24)-hour notice for scheduled maintenance. Maintenance should be scheduled outside normal business hours. Unanticipated downtime must be addressed within one (1) hour. Redirection to the Bidder or reseller commercial website is prohibited. 3.8.1 Electronic Catalog/Contract Website Contents (M) The State CA will review and determine acceptability of the website format and data. The Electronic Catalog for any given contract resulting from this RFP shall contain the following data elements at minimum:  Detailed line item descriptions of awarded Telemetry and GPS Systems and Non-Core Catalog Items  Warranty information  State-specific contract current pricing  SB/DVBE participation information  Contractors’ customer service contact information 3.8.2 Bidder Website Maintenance (M) The Catalog shall be updated upon permanent change of any core items and OEM list price. Any and all changes to the Catalog must be submitted in writing to the State CA for review and approval. The Catalog must include any changes to list price and to models per Section 3.3.10, Product Substitutions/Discontinued Items. 3.9 Ordering 3.9.1 Pre-Order Consultation (Offer Generation) (M) The contractor shall provide pre-sale pre-order technical consultation and configuration certifications to assure acquired configurations are operationally designed for the ordering agency’s technical needs. Ordering agencies will assure that the Contractor has been appraised on the technical needs of the systems and components acquired under the contract. 3.9.2 Order Acceptance (M) The Contractor shall accept orders from any state department or local governmental agency. The Contractor shall not accept purchase documents for this contract that:  Are incomplete  Are submitted without CA approval of non-core items  Contain non-contract items  Contain non-contract terms and conditions The Contractor must not refuse to accept orders from any state department or local governmental agency for any other reason without written authorization from the State CA. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 47 3.9.3 Purchase Execution (M) State departments will submit orders directly to the Contractor via one of the ordering methods as specified in Section 3.9.5, Ordering Methods. Orders will be submitted using a Purchasing Authority Purchase Order (Std. 65) or using the Fi$Cal Purchase Order process. Ordering agency shall provide a preliminary Statement of Work (SOW) with their order. The SOW will be finalized throughout implementation meetings between the ordering agencies and the Contractor. Local governmental agencies may submit orders on their own purchase document directly to the Contractor via one of the ordering methods as specified in Section 3.9.5, Ordering Methods. 3.9.4 Minimum Order (M) The minimum order is one (1) unit or service plan. 3.9.5 Ordering Methods (M) The Contractor shall accept orders through the following methods: 1) Facsimile – A toll-free facsimile number to be used by ordering agencies for placing orders is to be in place before the commencement of this contract. Facsimile orders must be accepted between the hours of 8:00 AM and 5:00 PM (PT), Monday through Friday. 2) Mail – Contractor must have the capability to receive orders by mail in place before the commencement of this contract. 3) Email – An email address to be used by ordering agencies for placing orders is to be in place before the commencement of this contract. Prior to contract award, Contractor shall provide ordering information during the contract execution period as identified in Section 3.15, Contract Execution. 3.9.6 Order Acknowledgement (M) The Contractor must provide the ordering agencies with an order receipt acknowledgment via e- mail/facsimile within one (1) business day after receipt of an order. The acknowledgement will include:  Contractor Order Number  Ordering Agency Name  Agency Order Number (Purchase Order Number)  Description of Goods  Total Cost  Anticipated Delivery Date  Identification of any Out of Stock/Discontinued Items Prior to contract award, Contractor shall provide a copy of a preliminary order receipt acknowledgement during the contract execution period as identified in Section 3.15, Contract Execution. 3.9.7 Out-of-Stock Item Remedy (M) Upon receipt of order acknowledgment identifying out of stock items, the ordering agencies shall have the following options:  Request back order Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 48  Cancel the item from the order with no penalty Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval from the State CA. 3.9.8 Discontinued Item Remedy (M) Upon receipt of order acknowledgment identifying discontinued items, the ordering agencies shall have the following options:  Amend purchase document to reflect State-approved substitute item (per Section 3.3.10, Product Substitutions/Discontinued Items)  Cancel the item from the order Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval from the State CA. 3.10 Delivery 3.10.1 Free on Board (F.O.B) Destination (M) All prices offered shall be F.O.B. destination, freight prepaid by the Contractor, to the ordering organization's final receiving point. Responsibility and liability for loss or damage for all orders shall remain with the Contractor until final inspection and acceptance, when all responsibility shall pass to the ordering organization, except the responsibility for latent defects, fraud, and the warranty obligations. 3.10.2 Delivery Locations (M) Deliveries are to be made statewide to the locations specified on the individual order, which may include but are not limited to, inside buildings, high-rise office buildings, and receiving docks. Contractor is requested to make deliveries in Los Angeles County, Orange County, San Bernardino Metropolitan Area and San Diego Metropolitan Area during off -peak hours. Off-peak hours are 10:00AM to 4:00PM. 3.10.3 Delivery Schedules (M) Full Implementation Delivery and installation of Telemetry and GPS Systems will vary based on agreed upon schedule determined during the implementation meetings between ordering agency and Contractor. Refer to Section 3.15.2, Ordering Agency Implementation Meeting. Individual Asset Up-fit Individual asset up-fits may take place following a full fleet implementation. Contractor shall complete installation within five (5) business days after receipt of order or installation request. Parts and Supplies Delivery of ordered product shall be completed within fifteen (15) calendar days after receipt of an order, unless otherwise agreed to by the ordering agency. Since receiving hours for each ordering agency will vary by facility, it will be the Contractor’s responsibility to check with each facility for their specific delivery hours before delivery occurs. The Contractor must notify the ordering agency within twelve (12) hours of scheduled delivery time if delivery cannot be made within the time frame specified on the order. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 49 3.10.4 Security Requirements for Institutions (M) Deliveries may be made to locations inside secure institutional grounds (such as the California State Prisons) that require prior clearances to be made for delivery drivers. Security clearance procedures may vary from facility to facility. The Contractor will be responsible for contacting the secure location for security clearance procedures, hours of operation for deliveries and service, dress code, and other rules of delivery. 3.10.5 Installation (M) A. Installation will be provided in all areas of the state and will be included with the purchase of any device and hardware package. Hardware package includes all hardware and peripherals necessary for system functionality in each asset. B. New contractor is responsible to remove previously installed devices peripherals and associated wiring, returning asset to an operational state relative to the general condition of the asset, prior to installing their system components in accordance with Section 3.5.4, Take Back. Ordering agency will provide disposal instructions for removed hardware during the consulting period. C. Each ordering agency will provide a list of assets to be equipped with an in-asset GPS monitoring system. The assets may vary in classification (LD, HD, ZEV or NSP), model, make, year, and location within California. All hardware necessary for the installation, will be provided by the contractor at the time of installations on like asset model will be standardized to include wiring routing, device location, and location of power supply. The Contractor will supply service documentation for each model installation configuration to include location diagrams, photos of installed components, service instructions, and troubleshooting instructions. Service documentation packages will be supplied electronically to ordering agency’s Contractor Manager and available on Contractor’s Application. D. The Contractor is responsible for the project planning, implementation, logistics and scheduling of device installations in cooperation and coordination with ordering agency authorized personnel. Installations will typically be accomplished during regular business hours Monday through Friday, 8:00 AM to 5:00 PM, however local operational needs may require evening and weekend installation operations at no additional cost. Installation times will correspond to the asset’s availability. E. The Contractor will provide an approved list of installers/field service technicians and/or installation facilities prior to project implementation. Installers that are Mobile Electronics Certified Professional (MECP) certified at the Advanced Level or above will receive additional points as described in Section 3.10.5.1, Mobile Electronics Certified Professional Installers. The Contractor is required to report installation personnel changes within two (2) days to the ordering agency. F. All installations will be completed at an installation location approved by the ordering agency. Changes to installation location require pre-approval by the ordering agency. G. During the contract period additional assets to be equipped with GPS systems will be identified by the ordering agency based on operational needs and service will be activated on new devices upon request of the ordering agency. H. Fleet size will vary due to acquisitions, sales, accidents, or unanticipated loss. The Contractor will work with ordering agency to develop a process to allow for deactivation of devices. Deactivated devices will have pro-rated service billing for the month the device was deactivated. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 50 I. All aftermarket installations will be hidden or protected to minimize tampering or accidental disconnection. All installations will be inspected and approved by ordering agency’s authorized personnel prior to releasing the asset for service. J. No splicing of OEM wires will be allowed. K. All electronic/electrical installations will meet the applicable sta ndards contained within the Caltrans’ electronic/electrical standards, as stated in Section 3.3.8, Program Interface. Caltrans electronic/electrical quality standards which can be viewed at: http://www.dot.ca.gov/equipment/QualityStandards/Electric/Electric_pdf/Electrical.pdf L. The Contractor will be held liable for any malfunctions or asset damage that occurs as a result of poor quality installations or installations that do not meet the applicable standards contained within the Caltrans’ electronic/electrical standards. M. All installations will meet the requirements of the California As set Code Section 26708 and will not cause interference with any existing asset systems. Installations identified as causing interference with existing asset systems as described in Section 3.3.4 (E), In-Asset Hardware Requirements, will be repaired, at no cost to the ordering agency, within three (3) business days of notification by ordering agency’s authorized personnel. N. When installation is complete, the GPS system will be tested by the Contractor/Installer to ensure correct operation prior to release for service. Any installation not meeting the Contract requirements will not be accepted as a compliant system. Contractor will repair any and all non-compliant systems while on site at no additional charge to the ordering agency. O. The device/asset installation will be tested by the Contractor/Installer to verify operation by a location ping/event before installation is approved. As a result of the ping/event, the Application will show, Asset ID, Asset operator and/or Asset operator ID number, description of asset, Contractor device serial number, VIN, and current location displayed on Application map by latitude and longitude and the nearest address available. P. All wiring harnesses will meet as a minimum standard the requirements of the Wiring Harness Manufacturer Association IPC/WHMA-A-620 standards found: https://whma.org/ipcwhma-a-620/ Q. Contractor shall own and assume all responsibility for all litter, waste, debris, and similar materials arising from or produced by the Contractor under this Agreement. The Contractor shall clean and keep the work area in an orderly, safe, and clean condition, including, but not limited to, spills and smudges. If the work site is not left clean and in an orderly condition, the Contractor shall be called back to the worksite to clean the worksite at the Contractor’s sole expense. R. Such litter, waste, debris, and other materials produced during this Agreement are not expected to include hazardous materials. If hazardous materials are encountered, the Contractor shall stop work immediately and notify the ordering agency. 3.10.5.1 Mobile Electronics Certified Professional Installers (NMS) Bidders proposing installers that are Mobile Electronics Certified Professional (MECP) certified at the Advanced Level or above shall provide a copy of the MECP certificate for each certified installer at time of bid submission. Prior to any installation, installer shall provide a copy of MECP certificate to ordering agency. Contractor shall maintain the number of proposed installers for the life of the contract and any extension periods. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 51 This is a non-mandatory scored requirement. Bidders meeting this requirement will be scored as specified in Section 6, Evaluation. 3.10.5.2 Labels (M) The Contractor shall provide label of installation information for insertion in the maintenance record such as a Permanent Equipment Maintenance Record (PEMR). • Vehicle ID • VIN • Telemetry device Serial Number • Mileage/hours @ installation • Date • Signature of installing technician • Signature of ordering agency’s inspector • Installation date • Name, address, phone number and email of the local representative responsible for servicing the device 3.10.6 Training (M) The in-asset GPS device and Application training shall be provided to authorized ordering agency personnel at agreed upon ordering agency facility locations throughout the state. 3.10.6.1 Initial On-Site Training The contractor, at his expense, shall provide a qua lified factory authorized service representative (not a salesman) to provide training for Administrative Staff, Managers, and Technicians. A training plan outline will be developed during implementation meetings with the ordering agency. Training shall include, but not be limited to, the following:  Administration: The training for Administrative Users shall be provided at the ordering agency headquarters or other site as designated. This training shall consist of two (2), eight (8) hour days minimum with a cap of three (3), eight (8) hour days. Dates of training will be agreed upon during implementation meetings. The full cost of this service shall be included in the bid.  Administrative Staff One (1) Course to be held at ordering agency HQ or designated location. Up to 15 people Minimum Two (2) day course three (3) day cap Highest level of access rights Comprehensive application/database training course  Managers and Technicians: The training for Managers and Technicians shall be provided at locations outlined during the implementation meetings with ordering agency. This training shall include up to thirty (30) classes, a minimum of four (4) hours in length each. The full cost of this service shall be included in the bid. o Managers  Up to 30 courses Statewide  4 hour courses Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 52  10 people per location  Tracks specific vehicles  Run reports  Alerts o Technicians  Up to 30 courses statewide  4-hour course per facility  Focus on diagnostics/repair procedures/component locations  Web-based instructional manuals vehicle specific for install & repairs Training Expectations:  Introduction to Telemetry and GPS o Settings, Mapping, User Preferences o Assets Navigation Preferences o Filters  Administration o Registration o Group, User & Fleet Management o Activity Alerts o Geofencing o Map, Sensor & Landmark Set-up and Management o Driver Logs  Map o Overview o Adjustments o Functions o Views o Controls o Location Details o Track Vehicle/Asset  Asset o Dashboard o Performance o Alerts o Diagnostics o Vehicle Profile  Fleet o Asset List & Data (format, printable & exportable)  Reports o User Logins o Filters, Attributes, Start/End Times, Number of Days o Schedule & Manage Reports o Reports available by role Contractor shall be responsible for the following:  Computer compatible to connect with, and display on large screen Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 53 displays.  Handouts and training materials for all attending students.  All instructor travel related expenses Ordering agency shall provide:  Training facility with large screen display  Equipment/assets for hands on training  Class roster to be signed by participants and returned to the ordering agency 3.10.6.2 Live webinar or online web-based training Shall be available at least four (4) times a year within ninety (90) days of successfully passing the proof of concept period, as described in Section 7, Proof of Concept. This training shall be comprehensive for functionality and capabilities of the entire system including, but not limited to: hardware, reports and operational capabilities. Webinar or online web-based training schedule shall be approved by the ordering agency training coordinator. Web-based training manuals and frequently asked questions shall be made available to view and to download via the Application at no additional cost to ordering agency. Upon completion of training, a certificate of com pletion for each participant shall be supplied electronically to the ordering agency training coordinator or designee at no additional cost to the ordering agency. Follow-up training shall be provided in the event any equipment or device or Application is modified by the manufacturer, at no additional cost to the ordering agency. Current and up to date operation manuals shall be provided to ordering agency personnel. All user manuals shall be made available for ordering agency personnel to view and download via the Application. All user manuals will be updated as equipment upgrades are installed. Installation shall include basic training of Telemetry and GPS Systems features and functions and shall be performed at a time and date that is scheduled bet ween the Contractor and ordering agency. 3.10.7 Packing Information (M) Packing requirements shall be in accordance with the General Provisions, Paragraph 12 entitled Packing and Shipment (refer to Exhibit 8.22, General Provisions - Information Technology, Rev. 09/05/2014). Any back-ordered or out of stock items shall be identified on the packing sheet as well as the availability date of unfilled and partial shipment. A packing label shall also be included with each order shipped and include the following ite ms, visible on the outside of the box: • Ordering Agency Name • Delivery Address, Unit, and/or Floor • Ordering Agency Contact Information 3.11 Quality Assurance 3.11.1 Inspection and Acceptance (M) Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 54 Inspection and acceptance shall be in accordance with the Genera l Provisions, paragraph 16 entitled Inspection, Acceptance and Rejection (refer to Exhibit 8.22, General Provisions - Information Technology, Rev. 09/05/2014). 3.11.2 Return Policy (M) Contractor will accept all products for return if returned prior to acceptance by the State in accordance with Section 3.11.1, Inspection and Acceptance. Contractor shall offer a credit or refund per Section 3.11.3, Credit Policy. Contractor may impose a Restocking Fee per section 3.11.4, Restocking Fees. Products returned should be in the packaging as delivered and include all documentation. Lost or damaged packaging materials and/or documentation shall be supplied by the Contractor. The Contractor shall not charge for these materials in excess of the Contractor’s cost or the R estocking Fee, per Section 3.11.4, Restocking Fee, whichever is lower. The Contractor shall provide the State CA and/or ordering department a copy of the Contractor’s material cost, if requested, within ten (10) days of request. All returns shall be picked up within seven (7) working days of notification. Notification is defined as notice in writing, by facsimile or e-mail. Shipping or freight costs for returned items that were shipped in error, defective or freight-damaged shall be paid by the Contractor. 3.11.3 Credit Policy (M) The Contractor shall offer a full credit/refund for the following items:  Items shipped in error  Defective or freight-damaged items All other items returned in accordance with Section 3.11.2, Return Policy, shall receive credit o r refund, less any applicable restocking fees per Section 3.11.4, Restocking Fees. In all cases, the ordering agency shall have the option of taking an exchange, receiving a credit, or receiving a refund. The Contractor will be responsible for the credit/refund or replacement of all products, including those covered by manufacturer warranties as stated in Section 3.6.1, Warranty. Contractor cannot require the ordering agency to deal directly with the manufacturer. 3.11.4 Restocking Fees (M) The Contractor will not impose a restocking fee on the ordering agency for the following situations:  Items returned that were damaged upon receipt  Incorrect items shipped Re-stocking fees for all other reasons can be no greater than ten percent (10%) of the value of the items needing re-stocking. The packaging and documentation provisions of Section 3.11.2, Return Policy, shall apply to re -stocked items. 3.11.5 Product Recall Procedures (M) The Contractor shall provide recall notification, regardless of level, in writing to the State CA and each applicable ordering agency through the most expedient method possible. The notices, at a minimum, shall include a complete product description and/or identification, contract number, delivery order number and disposition instructions. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 55 The Contractor shall pick up, test, destroy, or return recalled products to the manufacturer at no expense to the ordering agency. The Contractor shall issue replacement of product or credit for any product removed or recalled. Each ordering agency shall have the option of accepting either replacement product or credit in exchange for recalled/removed products. 3.12 Invoicing/Payment 3.12.1 Invoicing (M) Invoices shall be submitted to the ordering agencies within seven (7) calendar days from date of delivery. Ordering agencies may require separate invoicing, as specified by each ordering agency. Prior to contract award, Contractor shall submit a preliminary copy of their invoice during the contract implementation period as identified in Section 3.15, Contract Execution. The State CA shall review and determine acceptability of the invoice and the authorized copy shall become the standard for this contract. The State will notify the Contractor if changes to the invoice need to be made. 3.12.2 CAL-Card Invoicing (M) All CAL-Card invoices are to be processed separately from other payment methods. CAL -Card invoices shall be submitted to the CAL-Card account holder. Note: The total invoice amount for each CAL-Card order must reflect a zero balance due or credit, if applicable, and state “paid by CAL-Card”. For additional information regarding Procurement Division’s CAL-Card program, see the following website: http://www.dgs.ca.gov/pd/Programs/CALCard.aspx . 3.12.3 Payment (M) State departments and local government agencies may pay by check, electronic funds transfer, or with the State’s CAL-Card credit card. Payments are to be made in accordance with paragraph 30 of the State’s General Provisions (refer to Exhibit 8.22, General Provisions - Information Technology, Rev. 09/05/2014). 3.13 Contract Management 3.13.1 State Contract Administrator (M) The State CA will be the contact person throughout the life of the contract, unless modified by contract supplement. Any modifications to the requirements contained in the contract may only be authorized by the State CA or his/her designee through contract supplement. 3.13.2 Contractor Contract Manager (M) The Contractor will assign a Contract Manager for contract management purposes. The Contract Manager will be the contact person throughout the life of the contract, unless modified by contact supplement. Contactor must immediately notify the State CA of changes to the Contract Manager. The Contract Manager must be authorized to make decisions on behalf of the Contractor. The Contract Manager is to be identified during the contract execution period as identified in Section 3.15, Contract Execution. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 56 3.13.3 Customer Service (M) Contractor will provide a dedicated account support team and a primary single point of contact for support services to each ordering agency. Back up personnel will be provided in the absence of the primary point of contact. Live technical support and customer support service will be provided by the Contractor and available by telephone from 6:00 AM PT to 5:00 PM PT, Monday through Friday. Customer support service will also be available by e-mail, chat, or other agreed upon method. Ability to make corrections via the Application service for online data will be available twenty-four (24) hours a day, seven (7) days a week, including holidays. Incoming calls will be responded to within two (2) hours and substantive responses to user questions will be provided within eight (8) hours (e.g., assistance resolving minor support/administrative issues, retrieving desired data, formatting and saving queries and reports, query results, alternative ways to group, present, or otherwise enhance the understanding of reports, etc.). Calls of a critical nature (e.g., system down, critical functionality not working correctly, etc.) will be responded to within one (1) hour and substantive responses or resolution provided within four (4) h ours. The Contractor will provide a complete response or resolution to all calls within of forty-eight (48) hours of the call being logged or a time mutually agreed to by the Contractor and the ordering agency. 3.13.3.1 Post Implementation Support Plan The Contractor will provide post implementation “on-going production” support for the Application throughout the term of the Contract. The Contractor will develop and submit for approval a Post- Implementation Support Plan which identifies both the Contractor and ordering agency production environment activities and responsibilities, at a minimum this document must identify:  The Contractor’s methodology and processes for upgrading and enhancing the Application’s hardware infrastructure and base software components (e.g., application software, tools, database, etc.)  The Contractor’s on-going production responsibilities, including at minimum proposed solution administration/operations, technical support and hardwa re/software maintenance support.  The Contractor is responsible to actively test for errors in the Application hardware or software and provide patch releases to resolve errors. Installing a patch will not cause interference with other ordering agency owned hardware or software.  Other Contractor solution consulting and support services that are available to the ordering agency.  Ordering agency responsibilities as they may pertain to the on-going production hardware and software implemented for the Contractor hosted web-enabled user environment. 3.13.3.2 Production Environment Maintenance The Contractor will provide production environment maintenance and support of the Contractor hosted system and ordering agency web-enabled user software and tools, including:  Updates, patches and repairs  Correction of application defects  On-site technical support as required Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 57 3.13.3.3 Routine System Metrics The Contractor will provide routine system metrics, including documenting problems encountered during implementation of the Application and during on -going production support period as follows:  Problem description  Type of problem  Number of problems  Anticipated fix date  Resolution  Frequency of problem occurrence and problem cause(s) 3.13.3.4 Timeframes for Correcting Application and Database Defects The Contractor will identify timeframes for correcting application and database defects. Timelines must be approved by ordering agency’s Contract Manager. Ordering agency is responsible for:  Reviewing Post Implementation Support Plan and providing feedback, revisions and approval as appropriate.  Reviewing Contractor provided work artifacts and documentation, and providing feedback, revisions and approval as appropriate  Providing appropriate feedback on solution response time, user functionality and system operations  Reviewing and providing revisions and/or approving Contractor Deliverables and applicable system changes  Providing Final Project acceptance 3.13.4 Problem Resolution (M) The Contractor shall promptly notify the State CA in writing of any unresolved issues or problems that have been outstanding for more than three (3) business days. The State CA shall notify the Bidder of the same. The Contractor shall also maintain a log of issues encountered throughout the life of the contract for contract management purposes. The issue log shall contain the following, at a minimum:  Initiation and Resolution Date  Description of issue  Source (i.e. ordering agency name and contact)  Actions  Contractor representative responsible for resolution 3.13.5 Promotional Materials (M) All promotional materials or press releases referencing the contract shall be submitted to the State CA and DGS for review and approval prior to release. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 58 3.14 Contract Reporting (M) During the contract period, Contractor is required to submit the reports outlined in this section on a monthly basis. Reports must contain at a minimum, but not limited to, the data elements identified in Exhibit 8.18, Report Template. Reports shall be provided to the State CA, in Excel format via email by the 15th day following the ending of the reporting period (previous calendar month). Reports are required even when there is no new activity for that month. 3.14.1 Contract Usage Report (M) The Contract Usage Report shall detail all invoiced purchases against the contract by both state and local governmental agencies during the specified reporting period. 3.14.2 Local Business Activity Report (M) The Local Business Activity Report shall detail all invoiced purchases (from local governmental agencies only) against the contract during the specified reporting period. In addition, a Local Governmental Agencies Incentive Fee is due to DGS/PD per Section 3.14.2.1, Local Governmental Agencies Incentive Fee. The Local Business Activity Report is separate from the Contract Usage Reporting requirement. 3.14.2.1 Local Governmental Agencies Incentive Fee (M) For all local government agency transactions issued agai nst the contract resulting from this RFP, the Contractor will be required to remit the DGS/PD an Incentive Fee of an amount equal to 1% of the total purchase order amount excluding taxes and freight. This Incentive Fee shall not be included in the agency’s purchase price, nor invoiced or charged to the purchasing entity. (All prices quoted to local governmental agency customers shall reflect State contract pricing, including any and all applicable discounts, and shall include no other add - on fees.) Payment by the Contractor shall be made to DGS/PD monthly irrespective of reimbursement by each participating entity. Contractor shall submit a check to the State CA payable to the State of California, Department of General Services (DGS), for an amount equal to 1 percent (0.01) of the total local government agency sales for the monthly period less freight, taxes, returned products and credits along with a business activity report described below. (Example, if the net local governmental agency sales for a month equals $100,000.00, the incentive fee due to DGS/PD would be $1,000.00.) If a Contractor holds multiple contracts, the Contractor may submit one check per month covering the DGS/PD incentive fee for the total of all local governmental agency purchases. In this case, a separate report is still required for each contract, and a list of the total local governmental agency sales for each contract must be included with the check. 3.14.3 Small Business / Disabled Veteran Business Enterprise Participation Report (M) The SB/DVBE Participation Report shall detail all payments to Small Business (SB) and/or Disabled Veteran Business Enterprise (DVBE) subcontractor during the specified reporting period. 3.14.4 Aging Debt Report (M) The Aging Debt Report must contain the outstanding invoices by state department for the specified reporting period. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 59 3.14.5 Ad Hoc Reporting (M) The Contractor shall have the ability to provide ad hoc reporting capabilities. The Contractor shall permit and provide access to all data that pertains to any procurement action taken by an ordering agency or the state as a whole. The State or ordering agency may make copies of procurement data in any form and the use of such data shall not be restricted. Dependent on future reporting requirements, the State may ask that certain reports become standard and delivered to the State on a monthly or quarterly basis. The State reserves the right to request any additional data elements, as deemed necessary, to the reports listed in this section. 3.15 Contract Execution 3.15.1 Contract Execution Period (M) Within fifteen (15) calendar days after contract execution, a contract kick-off meeting will be scheduled between the State CA and Contractor. At the contract kick-off meeting, the Contractor shall provide the following:  Contractor Contract Manager Information  Customer Service team members, contract information, roles and responsibilities of each, hours of operation, and physical location  Process for user account establishment  Offer/quote process  Process for order fulfillment  Process for the return of merchandise  Plan for handling out of stock items  Plan for maintaining SB/DVBE subcontractor commitments  Preliminary copy of invoice  Preliminary Order Receipt Acknowledgement  Plan for contract website  Completed PCRC Workbook information (if not submitted in proposal)  Take Back information  Payee Data Record  Copy of Seller Permit Contract award is contingent on the completion of the items listed above. Within thirty (30) calendar days after CA acceptance of Proof of Concept (POC) (refer to Section 7, Proof of Concept), Contractor shall provide the State CA a preliminary contract website for approval. 3.15.2 Ordering Agency Implementation Meeting (M) Upon receipt of purchase order, Contractor and ordering agency will schedule implementation meetings to develop a plan for implementing Telemetry and GPS Systems in required assets. The Contractor agrees to work with ordering agency to meet the evolving reporting needs of ordering agency. 3.15.2.1 Ordering Agency Project Initiation (M) The Contractor will provide all project standards, methodologies, tools, personnel, and other resources based on acceptable project management best practices described in the Proposal for approval by the ordering agency. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 60 The Contractor must meet all RFP requirements and complete all work milestones and deliverables, as provided in the Project Plan developed with each ordering agency during the implementation period. The Contractor is asked to propose a project team they best believe will meet the needs for ordering agency, and minimize risk. It is expected, however, that the proposed team must include the following roles and corresponding responsibilities, and meet the minimum qualifications as described. 3.15.2.2 Project Team (M) The Contractor shall provide the following project personnel to comprise the Project Team to include the following 3.15.2.2.1 Project Manager (M) Role: The Contractor Project Manager must provide project management oversight through acceptance of the ordering agenc y system. Responsibilities:  Creates and manages the Project Plan and schedule  Manages the Contractor Project Team members  Liaison between ordering agency and Contractor Resources  Initiates Quality Assurance Processes to monitor the Project  Manages issues and risks  Point of escalation for project issues  Manages the deliverable acceptance process 3.15.2.2.2 Business Analyst (M) Role: The Business Analyst must provide contract requirements verification, a project traceability matrix, and subject matter expertise for the proposed project. The Business Analyst will work with the ordering agency authorized personnel. The roles and responsibilities of a Business Analyst can be satisfied by another business title. Responsibilities:  Provide a project traceability matrix to the ordering agency authorized personnel. The traceability matrix will be a live, collaborative online document, requiring no new software installed to access the matrix. The matrix will be updated within one (1) day of project changes being made.  Provides oversight of contract requirement verification, design, configuration, workflow, security design, development, and testing.  Provide solutions for issues that arise. Any business process changes will be provided to, and approved by ordering agenc y prior to implementation.  Provide input to training development, and participate as part of the immediate post-go-live support team. 3.15.2.2.3 Technical Lead (M) Role: The Technical Lead will provide technical subject matter expertise for the proposed ordering agency project implementation. The Technical Lead will work collaboratively with the ordering agency authorized personnel. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 61 Responsibilities:  Lead the technical team in designing the technical architecture to support the proposed an Application;  Lead the technical team in tasks for inbound and outbound interfaces, customer development, enhancements, reports, and testing;  Lead the installation and administrative configuration of the proposed Application and infrastructure;  Comprehensive technical implem entation of the proposed Application;  Center point of communication for all technical matters concerning the Application and supporting infrastructure;  Communicate with ordering agency authorized personnel concerning any integration solution that involves ordering agency authorized personnel, prior to any implementation. 3.15.2.2.4 Training Lead (M) Role: The Training Lead’s role will plan and lead the design, development, and implementation of the Application and Hardware training program for ordering agency personnel. Responsibilities:  Will follow deliverable schedules for ordering agency project  Will have thorough understanding of the functional and technical requirements of the Application and ordering agency needs  Will have thorough understanding of the work flow process of the Application at every tier  Perform training needs analysis to determine the best method of delivery  Evaluate participants at every level to determine appropriate training solution  Lead the implement of the Training Plan laid out in Section 3.10.6, Training The Contractor will employ these members of the Project Team as regular, fulltime employees as of the Proposal submission date and throughout the term of the Contract, including all renewals of the Contract. Any Project Team personnel changes after the contract award will not be allowed without prior written approval from the ordering agency. The Contractor will also provide a Project Team to complete the Project. Project Team members who are Contractor’s full-time, regular employees will perform at least 50% of the Work to complete the Project. The Contractor may use its personnel or subcontractor personnel to meet the remaining 50% of the effort. The ordering agency may screen or interview members of the Project Team prior to their assignment to the Work. All Project Team members must demonstrate skills appropriate to their assigned roles. The ordering agency may reject any Project Team member for poor performance and request a new member at any time during the contract. 3.15.2.2.5 Project Documentation (M) The Contractor or Contractor Project Team will include the following documents, which will be kept updated throughout the project implementation as a live, collaborative document and in writing:  Project Plan Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 62  Staffing Plan with staffing requirements and resources identified  Communication Plan  Change Control Process for the Project  Document Control Methodology  Risk Management Plan  Issue/Resolution Plan All documentation, manuals and other applicable Project papers will be provided in hard copy format or electronic format. Electronic Project papers and documentation will be provided as Microsoft Office application files. 3.15.2.2.6 The Contractor Project Plan (M) Shall include the following subjects for each project phase and subsequent activities:  Requirements Verification  User Configuration Management  System Design  Training  Testing (to include all test scripts and data required to test to the lowest level)  System Implementation, including Backup/Disaster Recovery and Business Continuity  Post Implementation Support During implementation meeting, Contractor shall provide to ordering agency a detailed Project Plan that specifies tasks, responsibilities and details to successfully implement the proposed System for the ordering agency. The Contractor will also provide a meeting agenda to the ordering agency at least two (2) business days in advance of the implementation meeting. The Contractor Project Manager and other key Contractor staff will be onsite at an agreed upon location for the implementation meeting. The Contractor will also present and confirm the planned phases according to what is identified in the RFP. This will include the scope of programs, functions and features the implementation of the Application intends to achieve. Included with the Project Plan the Contractor will provide the following:  Finalized project Staffing Plan with staffing requirements and resources identified  Finalization of the proposed Communication Plan  Finalization of the proposed Change Control Process for the Project  Finalization of the proposed Document Control Methodology  Finalization of the proposed Risk Management Plan  Finalization of the proposed Issue/Resolution Plan 3.15.2.2.7 Project Plan Phases (M) The Contractor will also update the Project Plan with more detail throughout subsequent project phases and activities to address at a minimum the following subjects:  Requirements Verification Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 63  User Configuration Management  System Design  Training  Testing (to include all test scripts and data required to test to the lowest level)  System Implementation, including Backup/Disaster Recovery and Business Continuity  Post Implementation Support 3.15.2.2.8 Project Managers Meeting Reports Requirements (M) The Contractors project management approach for the work will adhere to the following project meeting and reporting requirements:  Immediate Reporting – The Contractor Project Manager or a designee will immediately report any project team staffing changes to the ordering agency.  Attend Status Meetings – The Contractor and other key project team members will attend agreed upon status meetings with the ordering agency and other members of the ordering agency’s project team as deemed necessary to discuss project status, activities and issues. Status meetings shall follow an agreed upon agenda and allow the Contractor and the ordering agency to discuss any issues that concern them. For the first six (6) months of fleet implementation, the Contractor shall participate in at least one (1) status meeting per month.  Provide Weekly Status Reports – The Contractor Project Manager will provide written status reports to the ordering agency at least two (2) full business days before each weekly status meeting.  At a minimum, weekly status reports will contain the items identified below: o Updated project schedule, along with a copy of the updated corresponding Project Plan document (e.g., MS Project) on electronic media acceptable to the ordering agency o Status of currently planned tasks, specifically identifying tasks not on schedule and a resolution plan to return to the planned schedule. o Issue/risk logs o The results of any tests o A Problem Tracking Report will be attached o Anticipated tasks to be completed in the next week o Task and deliverable status, with percentage of completion and time ahead or behind schedule for tasks and milestones. o Proposed changes to the work breakdown structure and work schedule, if any o Identification of Contractor staff assigned to specific activities o Planned absence of Contractor staff and their expected return date and the potential impact to the project/schedule. o Modification of any known staffing changes o The Contractors proposed format and level of detail for the status report is subject to the ordering agency’s approval. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 64 3.15.2.2.9 Quarterly Status Reports (M) Prepare Quarterly Status Reports - During the project, the Contractor will submit a written quarterly status report to the ordering agency by the fifth (5) business day following the end of each quarter. At a minimum, quarterly status reports will contain the following:  A description of the overall completion status of the Work in terms of the approved Work Plan (schedule and cost, if applicable)  Updated Work breakdown structure and Work schedule  The plans for activities scheduled for the next quarter  The status of all deliverables, with percentage of completion  Time ahead or behind schedule for applicable tasks  A risk analysis of actual and perceived problems  Testing status and test results  Strategic changes to the Project Plan, if any 3.16 Contract Termination/Expiration (M) 3.16.1 Transition Plan at End of Contract (M) The Contractor must agree that at the end of this contract, should the State conduct another procurement and award a new contract, the Contractor will work with the State CA, if requested, to ensure that an efficient and effective transition takes place, including website closeout in accordance with Section 3.16.2, System Termination. 3.16.2 System Termination (M) Upon termination or expiration of the contract awarded from this RFP the following will occur:  Upon termination of the POC or Contract whichever comes first, the Bidder will remove their devices and hardware leaving the asset in the condition prior to their initial installation wear and tear excluded.  All on-line offering systems and Electronic Catalog functions supported and/or available as part of the contract will cease and be removed from public viewing access without redirecting to another website.  Customer data/user accounts acquired during the term of the contract shall be destroyed or returned to the State at the request of the State CA.  shall be made after contract end on the Contractor’s commercial website without permission by the State CA.  Hard copy catalogs and promotional literature shall be destroyed or returned to the State at the end of the contract term upon the request of the State’s CA.  All invoicing disputes and/or order tracking will be conducted through the Contractor’s Customer Service Unit via telephone or email. 3.17 Administrative Requirements 3.17.1 Contract Terms and Conditions (M) By signing the Agreement Cover Letter and submitting a proposal, Bidder is agreeing to accept all of the following terms and conditions without addition or modification:  Exhibit 8.22, General Provisions (GSPD-401 Information Technology) revised 09/05/2014  Exhibit 8.22A, Information Technology Purchase Special Provisions revised 02/08/2007  Exhibit 8.22B, Information Technology Maintenance Special Provisions revised 01/21/2003 Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 65  Exhibit 8.22C, Information Technology Software Special Provisions revised 01/21/2003 3.17.2 Customer References (MS) Bidders shall submit three (3) customer references from three (3) different cont racts. References from the DGS/PD shall not be acceptable. References for transactions against California Statewide Contracts , or other Leveraged Procurement Agreements, must be from an ordering department and for the minimum value listed below. Customer references shall be provided on Exhibit 8.14, Customer Reference Form. Each contract reference shall:  Be for work performed within the last five (5) years  Have similar scope of work (i.e., sale and distribution of Telemetry and GPS Systems units to that requested in this RFP  Of the three (3) references, one (1) reference must have a fleet at or above 10,000 units. For the other two (2) references, the fleets have to have a minimum of 5000 units each. An accumulation of orders from a single customer entity meeting the applicable minimum value is acceptable if managed under one (1) account. Customers must fully complete the Exhibit 8.14, Custo mer Reference Form, and return form directly to the Bidder. The Bidder must then submit the completed exhibits with the proposal as specified in Section 5, Proposal Format. Customer References will be scored as specified in Section 6, Evaluation. Only Cu stomer Reference Forms from this procurement will be accepted. 3.17.3 Seller’s Permit (M) This RFP is subject to all requirements set forth in Sections 6452, 6487, 7101 and 18510 of the Revenue and Taxation Code, and Section 10295 of the Public Contract Code (PCC), requiring suppliers to provide a copy of their retailer’s seller’s permit or certification of registration, and, if applicable, the permit or certification of all participating affiliates issued by the State of California’s Board of Equalization. Bidders are required to provide their retailer’s seller’s permit information on Exhibit 8.11, Narrative Response. A copy of the seller’s permit shall be submitted during the contract execution period as identified in Section 3.15, Contract Execution. 3.17.4 Payee Data Record (M) Bidder must complete and submit Exhibit 8.10, Payee Data Record, with their proposal or during the contract execution period as identified in Section 3.15, Contract Execution. 3.17.5 Authorized Reseller (M) If the Bidder is not the Original Equipment Manufacturer (OEM) of the product being proposed, the Bidder must provide, on OEM company letterhead and signed by an authorized OEM representative, documentation identifying the Bidder as an authorized OEM reseller. 3.17.6 Darfur Contracting Act (M) Effective January 1, 2009, all RFPs for goods or services must address the requirements of the Darfur Contracting Act of 2008 (Act). (PCC sections 10475, et seq.; Stats. 2008, Ch. 272). The Act was passed by Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 66 the California Legislature and signed into law by the Governor to preclude state agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in PCC Section 10475. A scrutinized company is a company doing business in Sudan as defined in PCC Section 10476. Scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for a contract with a state agency for goods or services. (PCC Section 10477(a)). Therefore, PCC Section 10478 (a) requires a company that currently has (or within the previous three years has had) business activities or other operations outside of the United States to certify that it is not a “scrutinized” company when it submits a bid or proposal to a state agency. A scrutinized company may still, however, submit a bid or proposal for a contract with a state agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in PCC Section 10477(b). In order to meet this requirement, Bidders are required to complete Exhibit 8.12 Darfur Contracting Act and submit it with their proposal. Failure to provide the completed exhibit will result in your bid being considered non-responsive. 3.17.7 California Civil Rights Laws (M) Pursuant to Public Contract Code Section 2010, any Bidder entering into or renewing a contract over $100,000 on or after January 1, 2017, shall certify all of the following: A. That they are in compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code). B. That they are in compliance with the California Fair Employment and Housing Act (Chapter 7 (commencing with Section 12960) of Part 2.8 of Division 3 of Title 2 of the Government Code). C. (1) That any policy that they have against any sovereign nation or peoples recognized by the government of the United States, including, but not limited to, the nation and people of Israel, is not used to discriminate in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the California Fair Employment and Housing Act (Chapter 7 (commencing with Section 12960) of Part 2.8 of Division 3 of Title 2 of the Government Code). (2) Any policy adopted by a person or actions taken thereunder that are reasonabl y necessary to comply with federal or state sanctions or laws affecting sovereign nations or their nationals shall not be construed as unlawful discrimination in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the California Fair Employment and Housing Act (Chapter 7 (commencing with Section 12960) of Part 2.8 of Division 3 of Title 2 of the Government Code. Bidders are required to submit Exhibit 8.5, California Civil Rights Laws Certification form with the proposal response. Failure to submit this form may result in your proposal being considered non-responsive. 3.17.8 Insurance Requirements (M) The Contractor must maintain in force (as required by state law) a valid Worker's Compensation Insurance Policy for all employees engaged in the performance of the contract and agree to furnish the State satisfactory evidence thereof at the time of Final Proposal submittal attached as Exhibit 8.6, Worker’s Compensation Certification, and at any time the State may so request. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 67 3.17.9 Federal Debarment, Suspension, Ineligibility, and Voluntary Exclusion (M) Expenditures from this contract may involve Federal funds. The Federal Department of Labor requires all state agencies which are expending Federal funds to have in the contract file a certification by the Bidder that they have not been debarred nor suspended from doing business with the Federal government. Bidders are required to complete Exhibit 8.13, Federal Debarment Certification and submit it with their proposal. 3.17.10 Non-Discrimination Toward WTO GPA Signatories (M) This RFP is subject to the requirements of the World Trade Organization (WTO) Government Procurement Agreement (GPA). All Bidders offering products or services of countries that are signatories to the WTO GPA and that have agreed to cover reciprocal sub-central coverage under the WTO GPA will be accorded non- discriminatory treatment in the award of contracts under this solicitation. For a list of countries, go to https://www.wto.org/index.htm. 3.17.11 Bidder Declaration (M) All Bidders must complete the Exhibit 8.7, Bidder Declaration Form (GSPD-05-105), and include it with the proposal. When completing the exhibit, Bidders must identify all subcontractor proposed for participation in the contract. 3.17.12 Subcontractor (M) If a Bidder proposes the use of a subcontractor for a portion of the contract, the Bidder agrees that all requirements will be adhered to and that requirements will apply to subcontractor even if subcontractor concurrence is not specifically defined. All subcontractors must comply fully with the administrative and technical requirements that are applicable with the portion of the work being delegated to the subcontractor. Bidders awarded a contract are contractually obligated to use the proposed subcontractor for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. The Bidder must have written agreement from the State prior to replacement or substitution of any subcontractor. 3.17.12.1 Notice of Subcontractor (M) Upon award to a Bidder, notice shall be given by the State to the subcontractor listed in Exhibit 8.7, Bidder Declaration Form, of their participation in the contract. Notification to the subcontractor by the prime Bidder is encouraged immediately after award of an RFP. 3.17.13 Distribution Plan (M) Bidders shall describe in detail their Distribution Plan on Exhibit 8.11 Narrative Response. The Distribution Plan should be the Bidder’s written plan for distribution of the products. The plan must clearly show distribution from the manufacturer to the end user, including all points in between specific to this resulting contract only, and the role that you as the Bidder of record will play in the distribution. This plan should clearly identify all parties, including any subcontractor, Disabled Veteran Business Enterprises (DVBE) and/or Small Business (SB) participants, involved in the execution of this contract and their responsibilities. Bidder shall advise the State CA by written notification of any changes in the distribution plan made during the term of the contract and any extensions. 3.17.14 DVBE Declaration (M) Bidders who have been certified by California as a DVBE (or Bidders who have obtained the participation of subcontractor certified by California as a DVBE) must complete Exhibit 8.9, DVBE Declaration Form (STD Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 68 843), and include it with the proposal. All disabled veteran owners and disabled veteran managers of the DVBE must sign this form. 3.17.15 Commercially Useful Function (M) Suppliers, whether the Bidder or a subcontractor, who have a California certification for one or more of the socio-economic programs (e.g., small business or Disabled Veteran Business Enterprise), must perform a Commercially Useful Function (CUF) in the resulting contract. CUF is defined in the Military and Veterans Code Section 999(b)(5)(B) for Disabled Veteran Business Enterprises(DVBE) and in the Government Code Section 14837(d)(4)(A) for small business as consisting of all of the following:  responsibility for the execution of a distinct element of the work  actually performing, managing, or supervising the work  performing work that is normal for its business services and functions  not further subcontracting work that is greater than that expected by normal industry standards  responsible, with respect to any products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing (if applicable), and making payment A Bidder, subcontractor, or supplier is not considered to perform a CUF if their role is limited to that of an extra participant through which funds are passed in order to obtain the appearance of participation. Bidders must complete Exhibit 8.7A, Commercially Useful Function (CUF) Worksheet for each certified supplier (Bidder or subcontractor). Completed worksheets must be submitted with the Bidder’s proposal. At the State’s option, Bidders may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information, as specified, may be grounds for rejection of the proposal. 3.18 Socioeconomic Programs 3.18.1 California Disabled Veteran Business Enterprise (DVBE) Program Requirement (M) The State has established goals for DVBE participation in state contracts. However, for this procurement, the DVBE participation goal has been waived. 3.18.2 DVBE Incentive (NM) In accordance with Section 999.5(a) of the Military and Veterans Code an incentive will be given to Bidders who provide DVBE participation. For evaluation purposes only, the State shall apply an incentive to proposals that propose California certified DVBE participation, as identified on Exhibit 8.7, Bidder Declaration Form (GSPD-05-105), and confirmed by the State. Bidders must indicate their desire to claim this incentive on Exhibit 8.11, Narrative Response, and include it with their proposal. The DVBE Incentive, if applicable, will be applied in accordance with Section 6.3.5.2, DVBE Incentive Calculation. For more information regarding the DVBE Incentive, refer to Exhibit 8.15, DVBE Bid Incentive Instructions. 3.18.3 Small Business Preference (NMS) Section 14835 et seq. of the California Government Code requires that a five percent (5%) preference be given to Bidders who qualify as a California-certified Small Business or Bidders who qualify as a non-small Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 69 business claiming at least twenty-five percent (25%) California-certified Small Business subcontractor participation. Note: For this RFP, subcontractor Tasks do not equate to twenty-five percent (25%) per Section 3.18.4, subcontractor CUF Requirements. Therefore, a non-small business cannot claim twenty-five percent (25%) California-certified Small Business subcontractor participation and receive a five percent (5%) preference. Per Government Code 14838 (b), in solicitations where an award is to be made to the highest scored Bidder based on evaluation factors in addition to price, the preference to small business or microbusiness shall be five percent (5%) of the highest responsible Bidder's total score. The preference to non-small business Bidders that provide for small business or microbusiness subcontractor participation shall be up to a maximum five percent (5%) of the highest responsible Bidder's total score, determined according to rules and regulations established by DGS. The rules and regulations of this law, including the definition of a small business, or qualifying non-small business, are contained in Title 2, California Code of Regulations, Section 1896 et seq. Small Business Non-Profit Veteran Service Agencies (SB/NVSA) Bidders meeting requirements specified in Section 999.50 et seq. of the Military and Veterans Code and obtaining California certification as a small business are also eligible for this preference. Questions regarding regulations and/or certifications should be directed to the Office of Small Business and DVBE Certification at (916) 375-4940. Bidders must indicate their desire to claim this preference on Exhibit 8.11, Narrative Response, and include it with their proposal. For the purposes of this RFP, the Small Business Preference, if applicable, will be a pplied in accordance with Section 6.3.5.1, Small Business Preference Calculation. 3.18.4 Subcontractor CUF Requirements (NM) Only the subcontractor Tasks outlined in the table below will be considered distinct elements of the work and no more than the corresponding percentages may be claimed for these tasks for the purpose of applying a preference or incentive. Percentages may be lower on individual purchase orders. Should tasks overlap between subcontractor, the maximum percentage must be divided between the subcontractor so as not to be exceeded. Subcontractor Tasks RFP Reference Sections Contract Percentage Maximum Installation 3.10.5 1% Warranty/Maintenance Services 3.6 2% Take-Back 3.5.4 1% Contract Reporting 3.14 1% Bidders must describe compliance with CUF requirement for each certified supplier (Bidder or subcontractor) on Exhibit 8.7A, Commercially Useful Function (CUF) Worksheet. Bidders must complete one (1) worksheet for each certified supplier. Completed worksheets must be submitted with the Bidder’s proposal. At the State’s option, Bidders may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information, as specified, may be grounds for rejection of the proposal. If the Bidder’s proposal involves the use of subcontractor for a portion of the contract, the Bidder must: 1. Explain how the Bidder, as the prime Bidder, will manage and control the work of the subcontractor. 2. Explain the roles assigned to the prime Bidder and subcontractor during the execution of the contract. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 70 3.18.5 SB/DVBE Participation Commitment Requirement (M) Within six (6) months of contract award, the Bidder shall meet or exceed their SB and/or DVBE commitment level on a contract-to-date basis. The State reserves the right to audit records (e.g., cancelled checks, work logs, etc.) to verify the SB/DBVE subcontractor are actually performing the work committed to and being paid accordingly, as reported in accordance with Section 3.14.3, Small Business/Disabled Veteran Business Enterprise Participation Report. Note: The corresponding percent of bid price identified on Exhibit 8.7, Bidder Declaration, represents the percentage of total contract dollars to be paid to the subcontractor. Example: Bidder commits to 2% DVBE subcontractor participation on a contract with a total spend of $1,000,000.00. Bidder shall pay subcontractor a minimum of $20,000.00 for work performed under the contract. 3.18.6 Target Area Contract Preference Act (TACPA) Preference (NM) Preference will be granted to California-based Bidders in accordance with Government Code Section 4530 whenever contract for goods and services are in excess of $100,000 and the Bidder meets certain requirements as defined in the California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured. Additional information regarding this program is available at: http://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf. Bidders desiring to claim this preference must submit a fully executed copy of the following forms with their proposal:  Exhibit 8.16, TACPA Standard Form (STD 830)  Exhibit 8.16A, Manufacturer’s Summary of Contract Activities and Labor Hours (Form DGS/PD 525)  Exhibit 8.16B, Bidder’s Summary of Contract Activities and Labor Hours (Form DGS/PD 526) Note: The Bidder’s proposal need not contain these items if there is no intention to claim this preference. ***** Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 71 Section 4 – Cost 4. Introduction Cost is half of the evaluation criterion for the award for this RFP. Cost evaluation will be based on the lowest estimated net total cost to the State, as calculated according to the methodology outlined in Section 6, Evaluation. The State’s intent is to structure the pricing format in order to facilitate a straightforward comparison among all Bidders and foster competition to obtain the best market pricing. Consequently, the State requires that each Bidder’s proposal be in the format outlined in this section. Therefore, Bidders are advised that failure to comply with the instructions listed in this section, such as submission of incomplete offers or use of alternative pricing structures or different formats than the one requested, may result in the rejection of their proposals for non-responsiveness. Note: It is imperative that no cost information be included in the body of the proposal. Cost information shall only be submitted in the Final Proposal, Volume 2 in accordance with Section 5, Proposal Format. 4.1 Cost Information Guidelines Exhibit 8.21, Cost Workbook, contain the cost worksheets that the Bidders shall use to enter cost information. The following worksheets must be completed for each category: Category 1 Light Duty Vehicles Category 2 Heavy Duty Vehicles Category 3 Zero Emission Vehicles Category 4 Non Self Propelled 4.1.1 Structure of Exhibit 8.21 Cost Workbook Bidder shall enter all core Devices and Monthly Service Charges data on each tab provided in Exhibit 8.21 Cost Workbook. Bidder shall also enter proposed discount for all Non-Core Catalog Items. Items in Exhibit 8.21 Cost Workbook are for evaluation purposes only. The State reserves the right to eliminate any specific categories or line items from the final award. 4.1.2 Quantities The quantities shown in Exhibit 8.21, Cost Workbook, are representative and used for evaluation purposes only. Actual purchases may vary from this pattern. The State will not guarantee that these quantities will be purchased. Consequently, there is no guaranteed dollar value for these contracts. The State will not be obligated to purchase Bidder’s excess inventory if actual purchases vary from the anticipated purchasing pattern. The State reserves the right to order more or less of any line item in the RFP. 4.1.3 Required Information Exhibit 8.21, Cost Workbook must be filled out completely for each Category or the proposal may be rejected. Yellow cells are mandatory and must be completed in each tab. Modifying any other cell in any worksheet may disqualify the Bidder from the entire RFP. 4.1.4 Contract Discounts Bidder shall provide the discount percentage off OEM MSRP/list price in the required line items for each/the following line item categories: Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 72  Device  Monthly Service Charge  Non-Core Catalog Items All core contract prices and discount percentages shall be firm fixed for the contract term, including any optional extension periods. However, the list price for core items may fluctuate in the event of a Product Substitutions/Discontinued Items (refer to Section 3.3.10) or Product Refresh (refer to Section 3.3.11). The list price for non-core catalog items may fluctuate throughout the contract term. The discount percentages shall not decrease through the life of the contract, per Section 3.7.1, Price Adjustments. 4.1.5 Pricing/Discount Format All dollar figures must be entered to no more than two (2) decimal places (i.e., $150.75). All percentages entered shall be whole numbers (i.e., 75%). 4.1.6 Sales Tax Sales tax is not to be included in the pricing on Exhibit 8.21, Cost Workbook. If awarded the contract, sales tax should be added at time of invoicing. The sales tax rate applied should be based on the rate of the area where the product is to be delivered. 4.2 Cost Workbook Bidders must follow the instructions belo w to complete Exhibit 8.21, Cost Workbook. 4.2.1 Download and Save 1. Download Exhibit 8.21, Cost Workbook, from the California State Contracts Register (CSCR). 2. Rename the file as “(Enter Company Name), Event ID: 0000005635, Cost Workbook.xls” and save. 3. After finalizing the Cost Workbook, copy the file onto a CD ROM or USB flash drive, print, and submit as specified in Section 5, Proposal Format. 4.2.2 Cost Workbook Instructions The Bidder must propose a solution that meets or exceeds the requirements. Separate worksheet sets are provided each category; a Bidder is required to bid on all categories. Exhibit 8.21, Cost Workbook, consists of a worksheet for each category. The proposed products and pricing must be entered in each tab of Exhibit 8.21, Cost Workbook. The Bidder designates the discount percentages for each line item in Hardware, Accessories, Upgrade Options, Warranty and Value Added Services. All products bid in Exhibit 8.21, Cost Workbook, MUST mirror the corresponding information provided in Exhibit 8.19, Technical Questionnaire. Bidders shall input the following for each worksheet (in yellow cells provided):  Proposed OEM/Manufacturer – The name of the manufacturer of the offered product.  Manufacturer (OEM) Model – The model name or number of the offered product.  Manufacturer Part Number – The manufacturer’s part number of the offered product. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 73  Supplier Stock Keeping Unit Number (SKU#) – The unique supplier part number or SKU of the offered product if different than manufacturer part number. (Use manufacturer part number if the same.)  Item Description – The complete item description of the offered product  Unit of Measure (UOM) – The unit of measure descriptor of the packaging unit (i.e. each, box, dozen, case, etc.) of the offered product.  Quantity in UOM – The quantity of items within unit of measure of the offered product (i.e. the number of base units in the packaging of the product).  List/MSRP – Bidder’s verifiable public price available to the general public in US $ (i.e. price list). (References to Index, List, and Manufacturer’s Suggested Retail Price (MSRP) may be interchangeable) For the purposes of the RFP evaluation, the Index price /List Price/MSRP shall be the price listed in the most current version of the Bidder’s publically available price list as of proposal due date. Any prices submitted for items shall contain no alterations whatsoever from those which are publicly offered by the manufacturer. The State reserves the right to adjust quoted list prices to reflect the actual index pricing at time of proposal due date.  Contract Discount – The contractual discount off the list price.  Contract Price – The net price that Bidder is offering to the State for the offered product. (Do not enter data cell will auto populate. Check for accuracy.)  Evaluated Extended Price – This is the Bidder’s representation of the extended contractual price for evaluation. (Contract Price X quantity) (Do not enter data, cell will auto populate. Check for accuracy.) Important Note: Bidders are not to create special index pricing for the State on the OEM (Original Equipment Manufacturer) MSRP for the purpose of evaluation. Index price in Exhibit 8.21, Cost Workbook, must match the publically available OEM price list. 4.3 Cost Submittal Final pricing will be submitted in a separate sealed envelope as specified in Section 5, Proposal Format ***** Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 74 Section 5 – Proposal Format 5. Introduction These instructions describe the mandatory proposal format and the approach for the development and presentation of proposal data. Format instructions must be adhered to, all requirements and questions in the RFP must be responded to, and all requested data must be supplied. Each Bidder is responsible for providing sufficient information and documentation for their RFP response to be thoroughly evaluated. Failure to do so may result in rejection of the proposal. 5.1 Proposal Delivery Draft and Final proposals shall be completely sealed, marked and delivered to the Procurement Official identified in Section 1.4, Procurement Official, by the date and time specified in Exhibit 8.2, Key Action Dates. 5.2 Draft Proposal Format Submission of a Draft Proposal is optional but is strongly recommended so that the Bidder may obtain the benefit of the two-step procurement process. However, Bidders are not required to submit a Draft Proposal in order to be responsive to the RFP. If Draft Proposals are submitted, Bidders must adhere to the instructions below for format, content and submittal requirements. The Draft Proposals must be complete in all respects to the Final Proposal and contain all the material specified in Section 5.4, Final Proposal Content, except cost figures. Bidder must put “XXX” in place of all cost figures and percentages related to costs. The Draft Proposal must be submitted in the number of copies indicated below: DRAFT PROPOSAL FORMAT Volume Number of copies Volume 1 – Response to Requirements 1 “Master Copy” 6 Copies 1 CD-ROM/USB Volume 2 – Cost Workbook 1 “Master Copy” 1 Copy 1 CD-ROM/USB Important Note: Cost figures may not appear in any proposal submissions except the Final Proposal, Volume 2. The inclusion of pricing in the Draft Proposal may be a basis for rejecting the proposal and notifying the Bidder that further participation in the procurement is prohibited. 5.3 Final Proposal Format The Bidder’s RFP response (Final Proposal) must be submitted in the volumes as described below. Each volume within the final proposal shall be separately sealed and labeled with the Bidder’s name and volume number. One (1) complete set of all volumes shall be clearly marked “Master Copy”. The Master Copy must contain original signatures. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 75 FINAL PROPOSAL FORMAT Volume Number of copies Volume 1 – Response to Requirements 1 “Master Copy” 6 Copies 1 CD-ROM/USB Volume 2 – Cost W orkbook 1 “Master Copy” 1 Copy 1 CD-ROM/USB 5.4 Final Proposal Content The content of each required volume is described below. Volume 1- Response to Requirements This volume must contain all responses to the bidding requirements of the RFP including any technical literature. All applicable forms, except cost data, must be completed and included in this volume. The electronic copy of Exhibit 8.19, Technical Questionnaire must be submitted in MS Word format. Note: No cost information should be contained in this volume. Bidder must leave blank or put “XXX” in place of any cost figures and percentages related to costs. Volume 2 - Cost Data This volume must contain the completed Exhibit 8.21, Cost Workbook only. Bidders must submit this volume under a separate, sealed envelope clearly marked as “Volume 2 - Cost Data for Event ID 000005635”. Exhibit 8.21, Cost Workbook must also be provided electronically (in MS Excel format) on the Volume 2 CD-ROM or USB for evaluation purposes. Pricing figures for this category may not appear in Volume 1 – Response to Requirements. If any cost is included in Volume 1, the proposal will be deemed non-compliant. 5.4.1 Final Proposal Forms and Exhibits Bidders shall include the following documents and exhibits in the Final Proposal as required in the RFP: VOLUME 1 Response to Requirements Description Exhibit No./Document Agreement Cover Letter Exhibit 8.3 California Civil Rights Laws Certification Exhibit 8.5 Workers Compensation Certification Exhibit 8.6 Bidder Declaration Form Exhibit 8.7 * Commercially Useful Function Worksheet Exhibit 8.7A * DVBE Declaration Form (STD 843) Exhibit 8.9 Payee Data Record (STD 204) Exhibit 8.10 Narrative Response Exhibit 8.11 Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 76 VOLUME 1 Response to Requirements Description Exhibit No./Document Authorized Dealer Letter OEM Letter Darfur Contracting Act Exhibit 8.12 Federal Debarment Certification Form Exhibit 8.13 Customer Reference Form Exhibit 8.14 * TACPA Standard Form (STD 830) Exhibit 8.16 * Manufacturer’s Summary of Contract Activities and Labor Hours Form (DGS/PD 525) Exhibit 8.16A * Bidder’s Summary of Contract Activities and Labor Hours Form (DGS/PD 526) Exhibit 8.16B PCRC Workbook Exhibit 8.17 Technical Questionnaire Exhibit 8.19 System Diagram and Data Flow Diagram Literature Emergency Disaster Recovery Plan per Section 3.3.5 Written Plan MECP Certified Installers (if claiming) per Section 6.3.6 Certificates Third Party independent security audit report (if claimed) Report Certification FedRAMP certification (if claimed) Certificates Interface Control Document Interface Control Document VOLUME 2 Cost Data Description Exhibit No./Form Cost Workbook Exhibit 8.21R1 * Required only if Bidder and/or subcontractor is a certified SB/DVBE and/or Bidder is claiming a preference or incentive The State makes no warranty that the list of applicable documents and exhibits is a full and comprehensive listing of every requirement specified in the RFP. Checking off the items on the list does not establish your firm’s intent nor does it constitute responsiveness to the requirements. The list is only a tool to assist participating Bidders in compiling their final proposal response. Bidders are encouraged to carefully read the entire RFP. The need to verify all documentation and responses prior to the submission of final proposals cannot be over emphasized. ***** Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 77 Section 6 – Evaluation 6. Introduction This section describes how the State plans to evaluate the responding proposals and identify the proposals that meet the RFP’s objectives. It is the State’s intent to conduct a comprehensive, impartial evaluation of all proposals received. 6.1 Receipt of Proposals Each proposal will be date and time marked as it is received and verified that all responses are submitted under an appropriate cover, sealed and properly identified. Proposals will remain sealed until the designated time for opening. 6.2 Evaluation of Final Proposals 6.2.1 Validation Against Requirements The State’s proposal evaluation team (Team) will check each proposal’s Volume 1 – Response to Requirements in detail to determine its compliance to the RFP requirements. If a proposal fails to meet an RFP requirement, the State will determine if the deviation is material as defined in Section 2.1.1, Requirements. A material deviation will be cause for rejection of the proposal. An immaterial deviation will be examined to determine if the deviation will be accepted. If accepted, the proposal will be processed as if no deviation had occurred. Volume 2 - Cost Data shall remain sealed until the evaluation of all technical and administrative requirements is completed. Cost envelopes will only be opened for responsive proposals from responsible Bidders. All participating Bidders and interested parties shall be notified as to the date and time when a public opening of proposal costs will be conducted. 6.2.2 Cost Analysis The required cost forms will be checked for mathematical accuracy. Errors and inconsistencies will be dealt with according to procedures contained in Section 2.3.6.3, Errors in the Final Proposals. 6.2.3 Evaluation of Requirements For evaluation purposes, certain requirements have been designated as scored requirements and will be scored in accordance with the criteria contained herein. All remaining mandatory requirements are not scored and will be evaluated on a pass/fail basis. A material deviation on a mandatory requirement whether or not it is scored will result in disqualification of the proposal. 6.3 Final Proposal Scoring Criteria The Team will evaluate and score the responses of each Bidder’s Final Proposal to determine a Total Score. The maximum points available are 10002. The Total Score includes six (6) scoring categories: Scoring Categories Total Available Points Customer References 150 Wi-Fi Option of Coverage Solutions 50 Device Storage Space 35 Security 180 Warranty 50 2 Total Points do not include applicable preferences and incentives. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 78 MECP Certified Installers 20 Battery Backup 10 Vehicle RFID 5 Cost Score 500 Total Score 1000 The Team will determine the Total Score for each category by aggregating the six (6) scoring categories. Scores will be rounded to two (2) decimal places. Scores will be calculated as described within this section. 6.3.1 Customer Reference Score Calculation Each Customer Reference Form (Exhibit 8.14) has ten (10) questions and each question will be rated by the customer providing a rating of 1-5, defined as follows:  5 – Exceptional  4 – Very Good  3 – Satisfactory  2 – Marginal  1 – Unsatisfactory If a minimum score of one (1) or a maximum score of five (5) is provided by the Bidder’s reference to any of the questions, a narrative comment justifying such a score is required. If a narrative comment is not provided on a question with a rating of one (1) or five (5), the State will evaluate a rating of one (1) as a zero (0) and a rating of five (5) as a four (4). The maximum points possible for each question is five (5) (e.g. a question rated five (5) will receive five (5) points; a question rated four (4) will receive four (4) points, etc.). Each customer reference has possible maximum score of 50 points. The maximum number of points for Customer References is 150 points. Failure to submit three (3) completed customer references on Exhibit 8.14 meeting the requirements described in Section 3.17.2, Customer References will result in the proposal being considered non- responsive. It is not necessary to submit more than three references. If submitting more than three references, only the first three shown in the proposal will be used for evaluation. All customers on the required Customer References (and any other customers the Team may select) may be contacted. 6.3.2 Wi-Fi Option for Coverage Solution Bidders offering a Wi-Fi option for coverage solutions will be allocated fifty (50) points. Bidder shall state their ability in meeting this requirement in Exhibit 8.19, Technical Questionnaire. 6.3.3 Device Storage Space Bidders exceeding the minimum requirements in RFP Section 3.3.3.3, Device Storage, will be allocated thirty-five (35) points. Bidder shall state their ability in meeting this requirement in Exhibit 8.19, Technical Questionnaire. 6.3.4 Security Bidders offering security options above the minimum requirement in RFP Section 3.3.9, Security, will be allocated points as follows: Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 79 The maximum points available for Security if 180 points. Bidders shall state their ability in meeting any of the above requirements in Exhibit 8.19, Technical Questionnaire. 6.3.5 Warranty Bidders exceeding the minimum requirements in RFP Section 3.6, Warranty will be allocated points as follows: 6.3.6 MECP Certified Installers Bidders offering MECP certified installers as described in Section 3.10.5.1, Mobile Electronics Certified Professional Installers, shall be awarded points as follows: Bidder must submit each installers MECP certificates at bid submission to receive points. 6.3.7 Battery Back Up Bidders offering a battery backup option as described in 3.3.4 (F) will be allocated ten (10) points. Bidder shall state their ability in meeting this requirement in Exhibit 8.19, Technical Questionnaire. 6.3.8 Vehicle RFID Bidders offering a Vehicle RFID option as described in 3.3.4.3 will be allocated ten (5) points. Bidder shall state their ability in meeting this requirement in Exhibit 8.19, Technical Questionnaire. 6.3.9 Cost Score Calculation The Cost Score represents fifty (50) % of the total points available. Exhibit 8.21, Cost Workbook is used to determine the Cost Score. The Cost Score will be calculated based on the following components: Non Mandatory Solution Requirement Score The solution includes Mobile Application. 50 The solution is FedRAMP certified. 30 The solution uses HTML 5.0 and above. 30 The solution includes Multi Factor Authentication. 10 An independent security audit has been done on your solution. 10 The solution meets Federal Information Processing Standar ds 140-2, Level 1. Process must be completed to be allotted points. 50 Non Mandatory Solution Requirement Score 2 year warranty 35 Lifetime warranty 50 Non Mandatory Solution Requirement Score 5 – 9 Certified Installers 5 10 – 15 Certified Installers 10 16 – 20 Certified Installers 15 21 + Certified Installers 20 Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 80 Cost Score Components Maximum Points Available Total Cost 500 The points for each Cost Score Component will be calculated as follows: Step One: Total Cost - Determine the lowest total cost for all Telemetry and GPS Systems categories combined for all Bidders. The maximum Total Cost Score is 500 points. Example: Bidder Total for all Categories Bidder 1 $275.00 Bidder 2 $300.00 Bidder 3 $255.00  Lowest Total Bidder 4 $350.00 Step Two: For each Bidders Total Cost, use the lowest Total Cost as the NUMERATOR and the respective Bidder’s total as the DENOMINATOR. Example for Total Cost Bidder Lowest Total (NUMERATOR) Respective Bidder Total (DENOMINATOR) Cost Factor Bidder 1 $255.00 $275.00 = 0.9272 Bidder 2 $255.00 $300.00 = 0.8500 Bidder 3 $255.00 $255.00 = 1.0000 Bidder 4 $255.00 $350.00 = 0.7285 These results are referred to as the Cost Factor. Step Three: Multiply each Bidders Cost Factors by the points available to obtain the Bidder’s score for that Cost Score Component. Example for Total Cost: Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 81 Bidder Cost Factor for Total Cost (a) Total Cost Maximum Points Available (b) Score for Item (a x b) Bidder 1 0.9272 500 463.60 Bidder 2 0.8500 500 425 Bidder 3 1.0000 500 500 Bidder 4 0.7285 500 364.25 6.3.10 Total Score The Total Score will be calculated by aggregating the non-mandatory scores and the Cost Score. Example: Bidder Customer Reference Score (a) Wi-Fi Option for Coverage (b) Device Storage Space (c) Security (d) Warranty (e) MECP Installers (f) Vehicle RFID (g) Cost Score (H) Total Score (a –h) Bidder 1 130 50 15 60 50 10 5 463.6 0 783.60 Bidder 2 125 0 20 40 50 25 0 425 685 Bidder 3 140 50 20 80 0 0 0 500 790 Bidder 4 150 0 20 20 20 15 0 364.2 5 589.25 *Before award of any preference and/or incentive points 6.3.11 Preference Calculation 6.3.11.1 Small Business Preference Calculation If the Small Business (SB) preference is to be applied to a California-certified Small Business’ Total Score, the following formula will be utilized: SB Preference Points = (Highest Non-Small Business Total Score) x (5%) SB Preference Points will be added to the total score of responsive proposals eligible to receive the preference. Example: If the highest non-small business’ Total Score is 800 points, the SB Preference formula would calculate as 800 x 0.05 = 40 Points. The 40 points would be added to the total score for all Bidders who qualify for this preference. 6.3.11.2 DVBE Incentive Calculation If a DVBE Incentive is to be applied to a qualified Bidder’s total score, the incentive amount applied to each proposal will be as shown in the below table. The following table supersedes that in Exhibit 8.15, DVBE Incentive Instructions. Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 82 Confirmed DVBE Participation DVBE Incentive Points 2.00% and above 20 1.00% to 1.99% 10 6.3.11.3 TACPA Preference Calculations The TACPA preference will be applied to a qualified Bidder’s total cost in accordance with Government Code Section 4530 et seq. 6.4 Selection and Award The contract will be awarded by All or None to the responsive and responsible Bidder with the highest total of points, including all applicable preference points. If award is made to more than one Bidder, ordering departments will have the authority to select either Bidder. 6.5 Negotiations The State may elect to enter into negotiations pursuant to Public Contract Code §6611, if conditions exist. ***** Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 83 Section 7 – Proof of Concept 7. Proof of Concept (M) After contract execution, a mandatory Proof of Concept (POC) demonstration will be performed by the successful Bidder. The POC demonstration will require the Contractor to demonstrate the capabilities of the proposed software and hardware solutions in the ordering agency environment and on existing ordering agency assets. The POC is also intended to determine whether the software/hardware proposed is appropriate for use and how easily it can be implemented and maintained. The POC will also validate the proposed system/solution and ensure it complies with the RFP requirements. 7.1 POC Assets The POC will be demonstrated on existing Department of Transportation (Caltrans) and Department of General Services (DGS) assets. A total of eighty (80) assets will be used and are comprised of Heavy Duty, Light Duty, Zero Emission Vehicles, and Non Self-propelled Assets. 7.2 Proof of Concept Period (M) The POC period will be ninety (90) days from the final date of installation on all POC assets. Any compliance deficiencies found during the ninety (90) day POC period will be allowed thirty (30) days from date of notification to correct specified deficiencies. Failure to correct deficiencies in the thirty (30) day period will result in contract termination. In the event the contract is cancelled, the Contractor will only be compensated for services performed and will not be entitled to receive any other compensation outlined in the Contract. If terminated, the next highest scoring Bidder will be offered an Intent to Award and begin their POC demonstration for the same time period stated herein. 7.2.1 Implementation Period Prior to the POC period, Caltrans and DGS will issue a purchase order for the specified assets. An implementation meeting between Caltrans/DGS and Contractor will take place within ten (10) business days of purchase order submission to the Contractor. There may be multiple meetings that may take place over multiple days. During implementation meetings, Caltrans/DGS and Contractor shall review asset details and locations, create labels, implementation and acceptance plan including the planned deployment, timeline, installation, training and website access for Caltrans/DGS administrators. During implementation period, Contractor shall develop system test and user acceptance test scripts. 7.2.2 Post Award Agenda Summary Item # Action By who Due within 1. Submit Purchase Order to Contractor Caltrans/OFAM Following contract award 2. Implementation Meetings Caltrans and Contractor 10 business days after receipt of order by Contractor 3. Installation (initial 4 assets) Contractor 2 business days of final implementation meeting 4. Installation (76 remaining assets) Contractor 7 calendar days of approved installation to initial 4 assets 5. Operator Training Contractor 24 hours of all installations 6. Installation Manuals Contractor 24 hours of each platform type/generation installation 7. Administrative Training Contractor 2 business days of approved installation to initial 4 assets 8. Proof of Concept Period Contractor 90 days of final date of install Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 84 7.3 POC Assets The POC will be demonstrated on existing Department of Transportation (Caltrans) assets. A total of eighty (80) assets will be used and are comprised of Heavy Duty, Light Duty, Zero Emission Vehicles, and Non Self -propelled Assets. 7.4 Installation W ithin two (2) business days of the final implementation meeting, installation shall be completed on four (4) initial assets in Sacramento, CA and shall take place during normal business hours so that asset productivity is not interrupted. The initial four (4) assets will be used to test the Contractors ability to provide required data points. After installation, connection functionality shall be tested by Caltrans within twenty-four (24) hours of notification from Contractor that connectivity is ready for testing. Installation on the remaining seventy-six (76) assets, located throughout the state of California, shall be completed within seven (7) calendar days of verification of connection functionality and may take place outside of normal business hours so that asset productivity is not interrupted. Acceptable hours for installation will be determined by Caltrans during implementation meeting. 7.5 POC Testing Elements POC testing will require Contractor to prove their capabilities in meeting all requirements of the RFP which include but not limited to the following elements:  Training: o Operator training will take place within 24 hours of all installations at agreed upon time between Caltrans and Contractor at asset location. o Administrative training will be provided within 2 business days of approved connection functionality on initial four (4) assets. Administrative training will take place in Sacramento, CA. Training will be scheduled for up to eight (8) hours with scheduled breaks and lunch. Caltrans will provide Contractor will number of attendees for accurate material count. o Review installation documentation and produce a standardized manual for each asset type o Contractor shall post manuals on the Contractors website within 24 hours of installation of each individual type platform (make/model and generation)  Complete customization and modifications to meet the agreed upon Application requirements as stated in this RFP, including: o Data construction and mapping, data structure, data acquisition, importing, cleansing, updating, and validation o Application user and system software functionality and processes o Reporting and analysis functionality and processes o Once data is being received, develop standard and custom reports, process for transmitting to ordering agency and acceptable format. o Establish PI connection to QuickMaps, CTP, and AssetWorks o Hardware and software environment considerations for user community o System security and access o User training materials and documentation o System administrative, operations, training and support of the customized functionality, including identification of Bidder provided post-implementation support, backup/disaster recovery and business continuity plans Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 85 o Provide all necessary hardware and software to support the development, test, training and production environments for the Bidder provided solution hosted environment o Perform all necessary software upgrades to the hosted environment as appropriate, within twenty-four (24) hours of the notification of upgrade o Conduct appropriate system, stress, integration testing of the software solution and hosted-environment with a mutually agreed to volume of data, number of users and user application activities  Test snowplow and QuickMap.  Identify data gaps or issues with data integrity.  Fold data gap issues and solutions into reporting.  Test send the FAMS report to OFAM and ordering agency.  Provide an Interface Control Document  AVL o Verify sensor applicability for the data required  Serial-type sensors for reading values such as weight, volume, temperature  Cameras for sending video data  Switch-type sensors to read on/off and position data  Installation per DOE electrical standards o Verify onboard connectivity to the GPS modem  The onboard GPS modem network shall be capable of receiving the data from the sensors and uploading it to the cloud during ping intervals no less than the interval established for the vehicle data  The data has to be made available to us with open source PI’s for possible third party reporting o AVL Reporting  Customizable reports to suit Caltrans needs for AVL The State reserves the right to eliminate any specific categories or line items from the final award . In the event a Contract is cancelled by the State either during or at the conclusion of the POC phase, the ordering agency will retain and own any data collected by the Bidder as well as any documentation completed by the Bidder pertaining to this project. The State may then begin contract negotiations with the next highest scoring bidder. ***** Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 86 Section 8 – Exhibits 8. Introduction The following list identifies the applicable exhibits for this solicitation: Exhibit Location Exhibit 8.1 Letter of Intent to Bid http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.1 Letter of Intent to Bid.doc Exhibit 8.2 Key Action Dates Attached Exhibit 8.3 Agreement Cover Letter http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.3 Agreement Cover Letter.docx Exhibit 8.4 APP Regulations http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.4 APP Regulations.pdf Exhibit 8.5 California Civil Rights Laws Certification http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.5 California Civil Rights Laws Certification.pdf Exhibit 8.6 Worker’s Compensation Certification http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.6 Workers Compensation Certification.doc Exhibit 8.7 Bidder Declaration Form http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.7 Bidder Declaration Form.pdf Exhibit 8.7A Commercially Useful Function (CUF) Worksheet http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.7A Commercially Useful Function Worksheet.doc Exhibit 8.8, California DVBE Program Requirements Not Applicable Exhibit 8.9 DVBE Declaration Form (STD 843) http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.9 DVBE Declaration Form STD 843.pdf Exhibit 8.10 Payee Data Record (STD 204) http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.10 Payee Data Record STD_204.pdf Exhibit 8.11 Narrative Response Attached Exhibit 8.12 Darfur Contracting Act Certification http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.12 Darfur Contracting Act Certification.pdf Exhibit 8.13 Federal Debarment Certification http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.13 Federal Debarment Certification.doc Exhibit 8.14 Customer Reference Form Attached Exhibit 8.15 DVBE Bid Incentive Instructions http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.15 DVBE Incentive Attachment.pdf Exhibit 8.16 TACPA Preference Request Form http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.16 TACPA Preference Request.pdf Exhibit 8.16A Manufacturer’s Summary http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.16A Manufacturers Summary.pdf Exhibit 8.16B Bidder’s Summary http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.16B Bidders Summary.pdf Exhibit 8.17 PCRC Certification Workbook http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.17 PCRC Workbook.xls Department of General Services Telemetry and GPS Systems Addendum 16 Procurement Division Event ID 0000005635 2/16/2019 87 Exhibit 8.18 Report Template http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.18 Report Template.xls Exhibit 8.19 Technical Questionnaire Attached Exhibit 8.20 Acronym Glossary Attached Exhibit 8.21 Cost Workbook Attached Exhibit 8.22 IT General Provisions http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.22 IT General Provisions.pdf Exhibit 8.22A IT Purchase Special Provisions http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.22A IT Purchase Special Provisions.pdf Exhibit 8.22B IT Maintenance Special Provisions http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.22B Maintenance Special Provisions.pdf Exhibit 8.22C IT Software Special Provisions http://www.documents.dgs.ca.gov/pd/contracts/forms/rfp/Exhibit 8.22C Software Special Provisions.pdf Exhibit 8.23 Partial list of state assets Attached (DO NOT SUBMIT WITH BID) Exhibit 8.24 Cloud Computing Services Special Provisions Attached Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 1 rev. 03/15/18 THESE SPECIAL PROVISIONS ARE ONLY TO BE USED FOR SOFTWARE AS A SERVICE (SaaS), AS DEFINED BELOW. THESE SPECIAL PROVISIONS ARE TO BE ATTACHED TO THE GENERAL PROVISIONS – INFORMATION TECHNOLOGY AND SHOULD BE ACCOMPANIED BY, A STATEMENT OF WORK (SOW) AND SERVICE LEVEL AGREEMENT (SLA). SECURITY REQUIREMENTS DESIGNATED IN THIS DOCUMENT ARE ASSUMING A NATIONAL INSTITUTE OF STANDARDS AND TECHNOLOGY (NIST) LOW CLASSIFICATION, UNLESS OTHERWISE SET FORTH IN THE SOW. A HIGHER CLASSIFICATION MAY REQUIRE DIFFERENT SECURITY REQUIREMENTS. STATE AGENCIES MUST FIRST: A. CLASSIFY THEIR DATA PURSUANT TO THE CALIFORNIA STATE ADMINISTRATIVE MANUAL (SAM) 5305.5; B. CONSIDER THE FACTORS TO BE TAKEN INTO ACCOUNT WHEN SELECTING A PARTICULAR TECHNOLOGICAL APPROACH, IN ACCORDANCE WITH SAM 4981.1, 4983 AND 4983.1 AND THEN; C. MODIFY THESE SPECIAL PROVISIONS THROUGH THE SOW AND/OR SLA TO MEET THE NEEDS OF EACH ACQUISITION. 1. Definitions a) “Cloud Software as a Service (SaaS)” - The capability provided to the consumer is to use applications made available by the provider running on a cloud infrastructure. The applications are accessible from various client devices through a thin client interface such as a web browser (e.g., web-based email). The consumer does not manage or control the underlying cloud infrastructure including network, servers, operating systems, storage, or even individual application capabilities, with the possible exception of limited user-specific application configuration settings. b) “Cloud Platform as a Service (PaaS)” - The capability provided to the consumer is to deploy onto the cloud infrastructure consumer-created or acquired applications created using programming languages and tools supported by the provider. The consumer does not manage or control the underlying cloud infrastructure including network, servers, operating systems, or storage, but has control over the deployed applications and possibly application hosting environment configurations. c) “Cloud Infrastructure as a Service (IaaS)” - The capability provided to the consumer is to provision processing, storage, networks, and other fundamental computing resources where the consumer is able to deploy and run arbitrary software, which can include operating systems and applications. The consumer does not manage or control the underlying cloud infrastructure but has control over operating systems; storage, deployed applications, and possibly limited control of select networking components (e.g., host firewalls). d) “Data” - means any information, formulae, algorithms, or other content that the State, the State’s employees, agents and end users upload, create or modify using the SaaS pursuant to this Contract. Data also includes user identification information and metadata which may contain Data or from which the State’s Data may be ascertainable. e) “Data Breach” - means any access, destruction, loss, theft, use, modification or disclosure of Data by an unauthorized party or that is in violation of Contract terms and/or applicable state or federal law. f) “Encryption” - Conversion of plaintext to ciphertext through the use of a Federal Information Processing Standards (FIPS) validated cryptographic algorithm. [FIPS 140-2] g) “Recovery Point Objective (RPO)” - means the point in time to which Data can be recovered and/or systems restored when service is restored after an interruption. The Recovery Point Objective is expressed as a length of time between the interruption and the most proximate backup of Data immediately preceding the interruption. The RPO is detailed in the SLA. Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 2 rev. 03/15/18 h) “Recovery Time Objective (RTO)” - means the period of time within which information technology services, systems, applications and functions must be recovered following an unplanned interruption. The RTO is detailed in the SLA. Terms 2. SaaS AVAILABILITY: Unless otherwise stated in the Statement of Work, a) The SaaS shall be available twenty-four (24) hours per day, 365 days per year (excluding agreed-upon maintenance downtime). b) If SaaS monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), the State shall be entitled to recover damages, apply credits or use other contractual remedies as set forth in the Statement of Work. c) If SaaS monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), for three (3) or more months in a rolling twelve-month period, the State may terminate the contract for material breach in accordance with the Termination for Default provision in the General Provisions – Information Technology. d) Contractor shall provide advance written notice to the State in the manner set forth in the Statement of Work of any major upgrades or changes that will affect the SaaS availability. 3. DATA AVAILABILITY: Unless otherwise stated in the Statement of Work, a) The Data shall be available twenty-four (24) hours per day, 365 days per year (excluding agreed-upon maintenance downtime). b) If Data monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), the State shall be entitled to recover damages, apply credits or use other contractual remedies as set forth in the Statement of Work if the State is unable to access the Data as a result of: 1) Acts or omission of Contractor; 2) Acts or omissions of third parties working on behalf of Contractor; 3) Network compromise, network intrusion, hacks, introduction of viruses, disabling devices, malware and other forms of attack that can disrupt access to Contractor’s server, to the extent such attack would have been prevented by Contractor taking reasonable industry standard precautions; 4) Power outages or other telecommunications or Internet failures, to the extent such outages were within Contractor’s direct or express control. c) If Data monthly availability averages less than 99.9% (excluding agreed-upon maintenance downtime), for three (3) or more months in a rolling twelve-month period, the State may terminate the contract for material breach in accordance with the Termination for Default provision in the General Provisions – Information Technology. 4. SaaS and DATA SECURITY: a) In addition to the Compliance with Statutes and Regulations provision set forth in the General Provisions – Information Technology, Contractor shall certify to the State: 1) The sufficiency of its security standards, tools, technologies and procedures in providing SaaS under this Contract; 2) Compliance with the following: i. The California Information Practices Act (Civil Code Sections 1798 et seq.); ii. Current NIST special publications 800-171 Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations. Third party audit results and Contractor’s plan to correct any negative findings shall be made available to the State upon request ; Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 3 rev. 03/15/18 iii. Undergo an annual Statement on Standards for Attestation Engagements (SSAE) No. 16 Service Organization Control (SOC) 2 Type II audit. Third party audit results and Contractor’s plan to correct any negative findings and implementation progress reports shall be made available to the State upon request; and iv. Privacy provisions of the Federal Privacy Act of 1974; 3) Compliance with industry standards and guidelines applicable to the SaaS services being provided. Relevant security provisions may include, but are not limited to: Health Insurance Portability and Accountability Act of 1996, IRS 1075, Health Information Technology for Economic and Clinical (HITECH) Act, Criminal Justice Information Services (CJIS) Security Policy, Social Security Administration (SSA) Electronic Information Exchange Security Requirements, and the Payment Card Industry (PCI) Data Security Standard (DSS) as well as their associated Cloud Computing Guidelines. b) Contractor shall implement and maintain all appropriate administrative, physical, technical and procedural safeguards in accordance with section a) above at all times during the term of this Contract to secure such Data from Data Breach, protect the Data and the SaaS from hacks, introduction of viruses, disabling devices, malware and other forms of malicious or inadvertent acts that can disrupt the State’s access to its Data. c) Contractor shall allow the State reasonable access to SaaS security logs, latency statistics, and other related SaaS security data that affect this Contract and the State’s Data, at no cost to the State. d) Contractor assumes responsibility for the security and confidentiality of the Data under its control. e) No Data shall be copied, modified, destroyed or deleted by Contractor other than for normal operation or maintenance of SaaS during the Contract period without prior written notice to and written approval by the State. f) Remote access to Data from outside the continental United States, including remote access to Data by authorized SaaS support staff in identified support centers, is prohibited unless approved in advance in writing by: 1) the Agency Information Security Officer, with written notice to the State Chief Information Security Officer, or 2) in the absence of an Agency Information Security Officer, the State Chief Information Security Officer. 5. ENCRYPTION: Confidential, sensitive or personal information shall be encrypted in accordance with California State Administrative Manual 5350.1 and California Statewide Information Management Manual 5305-A. 6. DATA LOCATION: Unless otherwise stated in the Statement of Work and approved in advance in writing by: 1) the Agency Information Security Officer, with written notice to the State Chief Information Security Officer, or 2) in the absence of an Agency Information Security Officer, the State Chief Information Security Officer, the physical location of Contractor’s data center where the Data is stored shall be within the continental United States. 7. RIGHTS TO DATA: The parties agree that as between them, all rights, including all intellectual property rights, in and to Data shall remain the exclusive property of the State, and Contractor has a limited, non-exclusive license to access and use the Data as provided to Contractor solely for performing its obligations under the Contract. Nothing herein shall be construed to confer any license or right to the Data, including user tracking and exception Data within the system, by implication, estoppel or otherwise, under copyright or other intellectual property rights, to any third party. Unauthorized use of Data by Contractor or third parties is prohibited. For the purposes of this requirement, Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 4 rev. 03/15/18 the phrase “unauthorized use” means the data mining or processing of data, stored or transmitted by the service, for unrelated commercial purposes, advertising or advertising-related purposes, or for any other purpose other than security or service delivery analysis that is not explicitly authorized. 8. TRANSITION PERIOD: a) Unless otherwise stated in the SOW, for ninety (90) days prior to the expiration date of this Contract, or upon notice of termination of this Contract, Contractor shall assist the State in extracting and/or transitioning all Data in the format determined by the State (“Transition Period”). b) The Transition Period may be modified in the SOW or as agreed upon in writing by the parties in a contract amendment. c) During the Transition Period, SaaS and Data access shall continue to be made available to the State without alteration. d) Contractor agrees to compensate the State for damages or losses the State incurs as a result of Contractor’s failure to comply with this section in accordance with the Limitation of Liability provision set forth in the General Provisions - Information Technology. e) Unless otherwise stated in the SOW, the Contractor shall permanently destroy or render inaccessible any portion of the Data in Contractor’s and/or subcontractor’s possession or control following the expiration of all obligations in this section. Within thirty (30) days, Contractor shall issue a written statement to the State confirming the destruction or inaccessibility of the State’s Data. f) The State at its option, may purchase additional transition services as agreed upon in the SOW. 9. DATA BREACH: Unless otherwise stated in the Statement of Work, a) Upon discovery or reasonable belief of any Data Breach, Contractor shall notify the State by the fastest means available and also in writing, with additional notification provided to the Chief Information Security Officer or designee of the contracting agency. Contractor shall provide such notification within forty-eight (48) hours after Contractor reasonably believes there has been such a Data Breach. Contractor’s notification shall identify: 1) The nature of the Data Breach; 2) The Data accessed, used or disclosed; 3) The person(s) who accessed, used, disclosed and/or received Data (if known); 4) What Contractor has done or will do to quarantine and mitigate the Data Breach; and 5) What corrective action Contractor has taken or will take to prevent future Data Breaches. b) Contractor will provide daily updates, or more frequently if required by the State, regarding findings and actions performed by Contractor until the Data Breach has been effectively resolved to the State’s satisfaction. c) Contractor shall quarantine the Data Breach, ensure secure access to Data, and repair SaaS as needed in accordance with the SLA. Failure to do so may result in the State exercising its options for assessing damages or other remedies under this Contract. d) Notwithstanding anything to the contrary in the General Provisions - Information Technology, in performing services under this Contract, and to the extent authorized by the State in the Statement of Work, Contractor may be permitted by the State to use systems, or may be granted access to the State systems, which store, transmit or process State owned, licensed or maintained computerized Data consisting of personal information, as defined by Civil Code Section 1798.29 (g). If the Contractor causes or knowingly experiences a breach of the security of such Data, Contractor shall immediately report any breach of security of such system to the State following discovery or notification of the breach in the security of such Data. The State’s Chief Information Security Officer, or designee, shall determine whether notification to the individuals whose Data has been lost or breached is appropriate. If personal information of any resident of California was, or is reasonably believed to have been acquired by an unauthorized person as a result of a Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 5 rev. 03/15/18 security breach of such system and Data that is not due to the fault of the State or any person or entity under the control of the State, Contractor shall bear any and all costs associated with the State’s notification obligations and other obligations set forth in Civil Code Section 1798.29 (d) as well as the cost of credit monitoring, subject to the dollar limitation, if any, agreed to by the State and Contractor in the applicable Statement of Work. These costs may include, but are not limited to staff time, material costs, postage, media announcements, and other identifiable costs associated with the breach of the security of such personal information. e) Contractor shall conduct an investigation of the Data Breach and shall share the report of the investigation with the State. The State and/or its authorized agents shall have the right to lead (if required by law) or participate in the investigation. Contractor shall cooperate fully with the State, its agents and law enforcement. 10. DISASTER RECOVERY/BUSINESS CONTINUITY: Unless otherwise stated in the Statement of Work, a) In the event of disaster or catastrophic failure that results in significant Data loss or extended loss of access to Data, Contractor shall notify the State by the fastest means available and also in writing, with additional notification provided to the Chief Information Security Officer or designee of the contracting agency. Contractor shall provide such notification within twenty-four (24) hours after Contractor reasonably believes there has been such a disaster or catastrophic failure. In the notification, Contactor shall inform the State of: 1) The scale and quantity of the Data loss; 2) What Contractor has done or will do to recover the Data and mitigate any deleterious effect of the Data loss; and 3) What corrective action Contractor has taken or will take to prevent future Data loss. 4) If Contractor fails to respond immediately and remedy the failure, the State may exercise its options for assessing damages or other remedies under this Contract. b) Contractor shall restore continuity of SaaS, restore Data in accordance with the RPO and RTO as set forth in the SLA, restore accessibility of Data, and repair SaaS as needed to meet the performance requirements stated in the SLA. Failure to do so may result in the State exercising its options for assessing damages or other remedies under this Contract. c) Contractor shall conduct an investigation of the disaster or catastrophic failure and shall share the report of the investigation with the State. The State and/or its authorized agents shall have the right to lead (if required by law) or participate in the investigation. Contractor shall cooperate fully with the State, its agents and law enforcement. 11. EXAMINATION AND AUDIT: In addition to the Examination and Audit provision set forth in the General Provisions - Information Technology, unless otherwise stated in the Statement of Work: a) Upon advance written request, Contractor agrees that the State or its designated representative shall have access to Contractor’s SaaS, operational documentation, records and databases, including online inspections, that relate to the SaaS purchased by the State. b) The online inspection shall allow the State, its authorized agents, or a mutually acceptable third party to test that controls are in place and working as intended. Tests may include, but not be limited to, the following: 1) Operating system/network vulnerability scans, 2) Web application vulnerability scans, 3) Database application vulnerability scans, and 4) Any other scans to be performed by the State or representatives on behalf of the State. c) After any significant Data loss or Data Breach or as a result of any disaster or catastrophic failure, Contractor will at its expense have an independent, industry-recognized, State-approved third party perform an information security audit. The audit results shall be shared with the State within seven (7) days of Contractor’s receipt of such results. Upon Contractor receiving the results of the audit, Contractor will Exhibit 8.24 SaaS STATE MODEL CLOUD COMPUTING SERVICES SPECIAL PROVISIONS (Software as a Service) DGS Procurement Division Page 6 rev. 03/15/18 provide the State with written evidence of planned remediation within thirty (30) days and promptly modify its security measures in order to meet its obligations under this Contract. 12. DISCOVERY: Contractor shall promptly notify the State upon receipt of any requests which in any way might reasonably require access to the Data of the State or the State's use of the SaaS. Contractor shall notify the State by the fastest means available and also in writing, with additional notification provided to the Chief Information Security Officer or designee of the contracting agency, unless prohibited by law from providing such notification. Contractor shall provide such notification within forty-eight (48) hours after Contractor receives the request. Contractor shall not respond to subpoenas, service of process, Public Records Act requests, and other legal requests directed at Contractor regarding this Contract without first notifying the State unless prohibited by law from providing such notification. Contractor agrees to provide its intended responses to the State with adequate time for the State to review, revise and, if necessary, seek a protective order in a court of competent jurisdiction. Contractor shall not respond to legal requests directed at the State unless authorized in writing to do so by the State. Registered Office: 4045 Pecos Street, Suite 190, DENVER, Colorado, 80211. QUOTE City of Cupertino, CA Attention: Teri Gerhardt 10300 Torre Ave CUPERTINO CA 95014 USA Date Aug 13, 2020 Expiry Nov 11, 2020 Quote Number idqap_2 Reference Annual Data_GO9: 126 GR:20 SA:6 Geotab USA Inc 770 E Pilot Rd A Las Vegas, NV 89119 (Pricing Provided by Sawatch Labs) Geotab Telematics All terms and conditions are governed by the State of California - Department of General Services - Agreement Number 1-19-58-69 Please reference Geotab quote number: idqap on all purchasing documents. Item Description Quantity Unit Price Tax Amount USD Annual Data Charges CA - GT # GO9- LTEVZWC2 Geotab GO9 Verizon telematics device, ProPlus plan, light duty - Training, myGeotab application, data service (Annual Service for 100 devices) 1200.00 19.75 23,700.00 CA - GT # GO9- LTEVZWC4 Geotab GO9 Verizon telematics device, ProPlus plan, heavy duty, Training, myGeotab application, data service (Annual Service for 3 devices) 36.00 19.75 711.00 CA - GT # GO9- LTEVZWC6 Geotab GO9 Verizon telematics device, ProPlus plan, 3 wire harness -Training, myGeotab application (Annual Service for 13 devices) 156.00 19.75 3,081.00 CA - GT # GR8- LTEATTC8 Geotab GO Rugged 8 telematics device, ProPlus plan, 3 wire harness, installation, and training( Annual service for 20 devices) 240.00 19.75 4,740.00 CA - MKH- TT600LM0 QGLC9 Solar powered asset tracker, including training and installation and monthly service plan.(Annual service for 6 devices) 72.00 10.00 720.00 Subtotal 32,952.00 Exhibit B - Compensation TOTAL USD 32,952.00 Terms Acceptance of Products, Pricing and Terms and Conditions All terms and conditions are governed by the State of California - Department of General Services - Agreement Number 1-19-58-69 Please reference Geotab quote number: idqap on all purchasing documents. All applicable county/city/state sales tax for these products and services will be added to the final invoice(s). Montlhy billing will begin upon activtion. Registered Office: 4045 Pecos Street, Suite 190, DENVER, Colorado, 80211. Registered Office: 4045 Pecos Street, Suite 190, DENVER, Colorado, 80211. QUOTE City of Cupertino, CA Attention: Teri Gerhardt 10300 Torre Ave CUPERTINO CA 95014 USA Date Aug 13, 2020 Expiry Sep 27, 2020 Quote Number idqap Reference One Time Cost_GO9: 126 GR:20 SA:6 Geotab USA Inc 770 E Pilot Rd A Las Vegas, NV 89119 (Pricing Provided by Sawatch Labs) Geotab Telematics All terms and conditions are governed by the State of California - Department of General Services - Agreement Number 1-19-58-69 Please reference Geotab quote number: idqap on all purchasing documents. Item Description Quantity Unit Price Tax Amount USD One Time Cost CA - GT # GO9- LTEVZWC2 Geotab GO9 Verizon telematics device, ProPlus plan, light duty universal t-harness, installation 100.00 0.00 0.00 CA - GT # GO9- LTEVZWC6 Geotab GO9 Verizon telematics device, ProPlus plan, 3 wire harness, installation 13.00 0.00 0.00 CA - GT # GO9- LTEVZWC4 Geotab GO9 Verizon telematics device, ProPlus plan, heavy duty universal t-harness, installation 3.00 0.00 0.00 CA - GT # GR8- LTEATTC8 Geotab GO Rugged 8 telematics device, ProPlus plan, 3 wire harness, installation, and training 20.00 50.00 1,000.00 CA - MKH- TT600LM0 QGLC9 Solar powered asset tracker, including training and installation 6.00 297.00 1,782.00 Subtotal 2,782.00 TOTAL USD 2,782.00 Terms Acceptance of Products, Pricing and Terms and Conditions All terms and conditions are governed by the State of California - Department of General Services - Agreement Number 1-19-58-69 Please reference Geotab quote number: idqap on all purchasing documents. All applicable county/city/state sales tax for these products and services will be added to the final invoice(s). Montlhy billing will begin upon activtion. Registered Office: 4045 Pecos Street, Suite 190, DENVER, Colorado, 80211. Exh. D-Insurance Requirements for Design Professionals & Consultant Contracts 1 Form Updated Sept. 2019 Consultant shall procure prior to commencement of Services and maintain for the duration of the contract, at its own cost and expense, the following insurance policies and coverage with companies doing business in California and acceptable to City. INSURANCE POLICIES AND MINIMUMS REQUIRED 1.Commercial General Liability (CGL) for bodily injury, property damage, personal injury liability for premises operations, products and completed operations, contractual liability, and personal and advertising injury with limits no less than $2,000,000 per occurrence (ISO Form CG 00 01). If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO Form CG 25 03 or 25 04) or it shall be twice the required occurrence limit. a. It shall be a requirement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be made available to the Additional Insured and shall be (i) the minimum coverage/limits specified in this agreement; or (ii) the broader coverage and maximum limits of coverage of any insurance policy, whichever is greater. b. Additional Insured coverage under Consultant's policy shall be "primary and non-contributory," will not seek contribution from City’s insurance/self-insurance, and shall be at least as broad as ISO Form CG 20 01 (04/13). c. The limits of insurance required may be satisfied by a combination of primary and umbrella or excess insurance, provided each policy complies with the requirements set forth in this Contract. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary basis for the benefit of City before the City’s own insurance or self- insurance shall be called upon to protect City as a named insured. 2.Automobile Liability: ISO CA 00 01 covering any auto (including owned, hired, and non-owned autos) with limits no less than $1,000,000 per accident for bodily injury and property damage. 3.Workers’ Compensation: As required by the State of California, with Statutory Limits and Employer’s Liability Insurance of no less than $1,000,000 per occurrence for bodily injury or disease.  Not required. Consultant has provided written verification of no employees. 4.Professional Liability for professional acts, errors and omissions, as appropriate to Consultant’s profession, with limits no less than $2,000,000 per occurrence or $2,000,000 aggregate. If written on a claims made form: a. The Retroactive Date must be shown and must be before the Effective Date of the Contract. b. Insurance must be maintained for at least five (5) years after completion of the Services. c. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the Contract Effective Date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of the Services. EXHIBIT C Insurance Requirements Design Professionals & Consultants Contracts Exh. D-Insurance Requirements for Design Professionals & Consultant Contracts 2 Form Updated Sept. 2019 OTHER INSURANCE PROVISIONS The aforementioned insurance shall be endorsed and have all the following conditions and provisions: Additional Insured Status The City of Cupertino, its City Council, officers, officials, employees, agents, servants and volunteers (“Additional Insureds”) are to be covered as additional insureds on Consultant’s CGL and automobile liability policies. General Liability coverage can be provided in the form of an endorsement to Consultant’s insurance (at least as broad as ISO Form CG 20 10 (11/ 85) or both CG 20 10 and CG 20 37 forms, if later editions are used). Primary Coverage Coverage afforded to City/Additional Insureds shall be primary insurance. Any insurance or self-insurance maintained by City, its officers, officials, employees, or volunteers shall be excess of Consultant’s insurance and shall not contribute to it. Notice of Cancellation Each insurance policy shall state that coverage shall not be canceled or allowed to expire, except with written notice to City 30 days in advance or 10 days in advance if due to non-payment of premiums. Waiver of Subrogation Consultant waives any right to subrogation against City/Additional Insureds for recovery of damages to the extent said losses are covered by the insurance policies required herein. Specifically, the Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by Consultant, its employees, agents and subconsultants. This provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. Deductibles and Self-Insured Retentions Any deductible or self-insured retention must be declared to and approved by the City. At City’s option, either: the insurer must reduce or eliminate the deductible or self-insured retentions as respects the City/Additional Insureds; or Consultant must show proof of ability to pay losses and costs related investigations, claim administration and defense expenses. The policy shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the insured or the City. Acceptability of Insurers Insurers must be licensed to do business in California with an A.M. Best Rating of A-VII, or better. Verification of Coverage Consultant must furnish acceptable insurance certificates and mandatory endorsements (or copies of the policies effecting the coverage required by this Contract), and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements prior to commencement of the Contract. City retains the right to demand verification of compliance at any time during the Contract term. Subconsultants Consultant shall require and verify that all subconsultants maintain insurance that meet the requirements of this Contract, including naming the City as an additional insured on subconsultant’s insurance policies. Higher Insurance Limits If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City shall be entitled to coverage for the higher insurance limits maintained by Consultant. Adequacy of Coverage City reserves the right to modify these insurance requirements/coverage based on the nature of the risk, prior experience, insurer or other special circumstances, with not less than ninety (90) days prior written notice.   ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person)$ OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 10/23/2020 (702) 877-1111 (702) 258-3394 25658 GEOTAB USA, Inc. 770 E Pilot Road Suite A Las Vegas, NV 89119 A X UB007N075788 10/13/2020 10/13/2021 1,000,000 N 1,000,000 1,000,000 Re: Operations of the Named Insured A Waiver of Transfer of Rights of Recovery against Others to Us (Waiver of Subrogation) applies as respects the Workers Compensation policy per form WC0403 attached. City of Cupertino 10300 Torre Cupertino, CA 95014 GEOTUSA-01 KSULLIVAN Cragin & Pike, Inc. 2603 W. Charleston Blvd. Las Vegas, NV 89102 reception@cragin-pike.com Travelers Indemnity Co X WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS 4=@<?G4AB!<8018<8CG!@?<82G ENDORSEMENT-CALIFORNIA F?A;4AB!2?=@4>B0C8?> 4>3?AB4=4>C!!F2!’+!’*!’,!#’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eotab, USA Inc., for Telematics Final Audit Report 2020-11-16 Created:2020-11-11 By:Marilyn Monreal (Marilynm@cupertino.org) Status:Signed Transaction ID:CBJCHBCAABAA5Dvpt6xW9sj_8mztsO0N-o4xeqq2AWRM "Geotab, USA Inc., for Telematics" History Document created by Marilyn Monreal (Marilynm@cupertino.org) 2020-11-11 - 1:11:01 AM GMT- IP address: 69.181.1.100 Document emailed to Araceli Alejandre (aracelia@cupertino.org) for approval 2020-11-11 - 1:16:05 AM GMT Document approved by Araceli Alejandre (aracelia@cupertino.org) Approval Date: 2020-11-12 - 3:09:27 PM GMT - Time Source: server- IP address: 73.170.27.253 Document emailed to Jamie Telfer (jamietelfer@geotab.com) for approval 2020-11-12 - 3:09:32 PM GMT Email viewed by Jamie Telfer (jamietelfer@geotab.com) 2020-11-12 - 3:54:26 PM GMT- IP address: 74.125.212.145 Document approved by Jamie Telfer (jamietelfer@geotab.com) Approval Date: 2020-11-13 - 2:05:58 PM GMT - Time Source: server- IP address: 24.157.121.157 Document emailed to Neil Cawse (neilcawse@geotab.com) for signature 2020-11-13 - 2:06:03 PM GMT Email viewed by Neil Cawse (neilcawse@geotab.com) 2020-11-13 - 2:34:21 PM GMT- IP address: 74.125.212.152 Document e-signed by Neil Cawse (neilcawse@geotab.com) Signature Date: 2020-11-13 - 2:36:27 PM GMT - Time Source: server- IP address: 24.150.169.106 Document emailed to Heather M. Minner (minner@smwlaw.com) for signature 2020-11-13 - 2:36:31 PM GMT Email viewed by Heather M. Minner (minner@smwlaw.com) 2020-11-16 - 9:21:03 PM GMT- IP address: 104.143.195.156 Document e-signed by Heather M. Minner (minner@smwlaw.com) Signature Date: 2020-11-16 - 9:21:46 PM GMT - Time Source: server- IP address: 52.39.49.65 Document emailed to teri gerhardt (terig@cupertino.org) for signature 2020-11-16 - 9:21:49 PM GMT Email viewed by teri gerhardt (terig@cupertino.org) 2020-11-16 - 9:23:57 PM GMT- IP address: 104.47.44.254 Document e-signed by teri gerhardt (terig@cupertino.org) Signature Date: 2020-11-16 - 9:24:19 PM GMT - Time Source: server- IP address: 73.231.141.55 Document emailed to Kirsten Squarcia (kirstens@cupertino.org) for signature 2020-11-16 - 9:24:23 PM GMT Email viewed by Kirsten Squarcia (kirstens@cupertino.org) 2020-11-16 - 10:11:01 PM GMT- IP address: 104.47.44.254 Document e-signed by Kirsten Squarcia (kirstens@cupertino.org) Signature Date: 2020-11-16 - 10:11:10 PM GMT - Time Source: server- IP address: 69.110.137.176 Agreement completed. 2020-11-16 - 10:11:10 PM GMT