Background: Service Alberta and Red Tape Reduction (SARTR), Fleet Management Services (FMS) manages a fleet of approximately three thousand four hundred (3400) active vehicles with sixty-four (64) of them currently falling under National Safety Code. The fleet is comprised of sedans, light to heavy duty trucks, buses, and specialty vehicles, and supports all GoA Ministries and a multitude of GoA programs including but not limited to: Sheriffs, Wildlife, Parks, Wildfires, Agriculture and Children and Family Services. The Fleet Safety Office (FSO), which operates under FMS, manages a GoA driver management safety program to ensure the safe and efficient operation of Government fleet vehicles by ensuring compliance with the National Safety Code, implementing proactive risk management strategies, and fostering a culture of accountability and responsibility among all drivers. As part of the driver and fleet safety program, SARTR FSO contracted and implemented a fleet telematics solution in 2019. FMS mandated all new vehicles owned by SARTR must be upfitted with a telematics device. FSO is responsible for the ordering of all telematics devices and works directly with the Fleet Management Office (FMO) to ensure all new vehicles ordered by FMO are upfitted with a telematics device. Currently the Province has the following GPS Equipment installed in approximately two thousand (2000) vehicles within the vehicle fleet: • CalAmp LMU3030LABL • CalAmp LMU3040LABL And the following ELD is installed in approximately twenty (20) of the vehicle fleet falling under NSC: • CalAmp LMU3640LAB While not required, the Province’s preference is that the selected Solution will support the existing Devices already installed in the GoA’s fleet of vehicles. To implement the driver and safety program, the Province’s fleet telematics system communicates exception data to the Province’s Driver Management Information System (DMIS). The system also interfaces (inbound and outbound files) with additional internal and external third (3rd) party applications for billing purposes, hierarchy structure updates, odometer updates, hour meter updates, etc. The Province’s current internal and third (3rd) party software include: a. Driver Management Information Software (DMIS) developed by the GoA. b. Fleet management information software (third (3rd) party commercial software) – Holman Insights. c. Anticipated future software integrations (1GX). The Province anticipates it will require approximately three (3) additional APIs to interface with both internal and external third (3rd) party software in addition to current requirements. The key stakeholders for this project are SARTR and all other GoA ministries. Outcomes: The Province is seeking a Contractor to deliver the next evolution of a comprehensive fleet telematics Solution, which includes Software and associated Electronic Logging Devices for NSC regulated vehicles and Global Positioning System Equipment for non-regulated vehicles. The Province requires uninterrupted data from a fleet telematics system to ensure GoA safety objectives continue to be met, and leadership surrounding vehicle safety continues to be demonstrated. The Solution will enhance fleet utilization, cost efficiency and compliance through real-time Tracking, driver behaviour monitoring, fuel management, and data-driven decision making. The Province strongly prefers a User-focused system that meets or exceeds the following business objectives: • Optimal User experience with an emphasis on usability and accessibility; • Continuous improvement based on User feedback; • Service design fit for purpose; • Integrated with Province’s IT Service Management processes; • Service delivery to meet or exceed performance expectations; • Security and privacy by design; • High availability and efficiency; and • Best value for money. The Province expects the successful Proponent will take full ownership and accountability for all Services delivery activities while maintaining client satisfaction, excluding any issues stemming from use of the Province’s technology and tools, if applicable. Scope: The Province is seeking a qualified Proponent or Proponent Team to deliver a comprehensive fleet telematics Solution, which includes Software and associated Electronic Logging Devices for NSC regulated vehicles and Global Positioning System Equipment for non-regulated vehicles. The Solution is required to provide electronic recording, reporting, and management of driver’s hours of service and vehicle trip inspections for its commercial NSC drivers. The Solution will also include enhanced mapping functionality, administrative functions including reporting and data management. The Solution should be highly flexible and scalable, User-friendly with a high degree of functionality, availability and reliability. While not mandatory, the Province’s preference is that the selected Solution will support the existing Devices already installed in the GoA’s fleet of vehicles. The Solution must be web-based and be hosted in the Proponent’s environment by way of cloud or a server. All the Province’s data processed and created in all environments, including copies of such data, must be stored within Canada. Proponents must take this data residency requirement into consideration when determining the project approach, including data ingress and egress. The successful Proponent will have thirty (30) days from the time of being notified of their status as the highest scoring compliant Proponent to finalize arrangements for data residency in Canada. If at the end of the thirty (30) days the highest scoring compliant Proponent is unable to demonstrate to the Province’s satisfaction that the Province’s data will only be stored in Canada, the Province may disqualify the highest scoring compliant Proponent and enter into negotiations with the Proponent that submitted the next highest scoring compliant Proposal. Additionally, the Proponent is required to provide Production, testing and training environments for the Solution. The Software must support multiple access levels and explicitly require multi-factor authentication (MFA) for all access levels to ensure appropriate data security, role-based functionality, and controlled User interactions. At minimum the system should allow for the following access levels: 1. Full Administrator access – Full access to all the system settings, User management, and data. 2. User access – Access to reporting and specific operational functions with limited modify capabilities within a specified business area. 3. Read-only User access. Access to the GoA’s current system includes approximately three (3) full Administrators located in Edmonton, AB and approximately one hundred twenty-five (125) Users across the Province. User access is anticipated to increase over time. The Province anticipates installing approx. 150 GPS Equipment and approx. 10 ELD’s annually in fleet vehicle replacements, but this figure is subject to change at the sole discretion of the Province due to Device replacement requirements, as well as funding received by the Province. ELDs must be compliant with the National Safety Code and must be upgraded if required to ensure compliance with any future legislation or mandate set out by the federal or provincial governments. The Contractor will be responsible for set-up and testing of proposed Devices to confirm they are operational prior to shipping them direct to the Province. Any costs associated with shipping the proposed Devices to the Province, must be included in the cost of each individual proposed Device. The Contractor will ship proposed Devices to the FSO within five (5) Business Days after an order is placed by the Province. Any defective and malfunctioning equipment will be returned to the Contractor at no additional cost to the Province. The Contractor will fix or replace any faulty Device within thirty (30) days.
