Electronic Maintenance and Repair (M&R) Systems

General Services Administration Office of Fleet Management REQUEST FOR INFORMATION (RFI) QMAE-JC-17001-N ELECTRONIC MAINTENANCE AND REPAIR (M&R) SYSTEMS May 15, 2017 BACKGROUND The General Services Administration (GSA), Federal Acquisition Service (FAS), Office of Travel, Transportation, and Logistics (TTL), Office of Fleet Management (GSA Fleet) provides motor vehicle products and services to the Federal Government. Within GSA Fleet, the Leasing Support Division, Accident Management and Maintenance Control Branch, operates in five (5) locations across the U.S. including: - Washington, DC - Atlanta, GA - Fort Worth, TX - Kansas City, MO - Lompoc, CA. The Leasing Support division, through the actions of over 80 procurement technicians at the Accident Management Center (AMC) and Maintenance Control Center (MCC), oversees the maintenance and repair for all of the vehicles in the GSA leased fleet. GSA Fleet AMC and MCC technicians, on an annual basis, approve 240,000 repair purchase orders - the vast majority over the phone. GSA Fleet is currently conducting market research to identify commercial off-the-shelf (COTS) electronic real-time maintenance and repair (M&R) authorization systems for processing vehicle repair purchase orders. PURPOSE The purpose of this Request for Information (RFI) is to obtain information on the availability and features of existing COTS (M&R) authorization systems. GSA Fleet requires a COTS M&R authorization system with the following capabilities: - Allows for the direct, real-time electronic transmission of M&R records between GSA Fleet and commercial repair vendors. - Integrates with GSA Fleet's Fleet Management System (FMS) as well as the Point-of-Sale (POS) systems of GSA's vendors. - Maintains an audit trail of all communication between GSA Fleet and the vendor for each M&R transaction recorded by the system. - Allows automated approvals at thresholds set by GSA Fleet. - Integrates with commercially available price guides (Mitchells or All-Data) in order to easily allow cost comparisons for given repairs and parts. - Provides real-time aggregated pricing information based on historical transactions of system users in the locality of the repair. - It is anticipated that this solution will take the form of a cloud-based Software-as-a-Service (SaaS); however, we are not restricted from considering other alternative delivery mechanisms. Cloud-based solutions must demonstrate compliance with FEDRamp (Federal Risk and Authorization Management Program) requirements. For more information please see: www.fedramp.gov.) The information obtained from this RFI will support the development of a requirements document for a potential future solicitation. This RFI is for planning purposes only. GSA does not intend to acquire any products or services, or award any contract, based on this RFI. GSA will NOT be responsible for any costs incurred by interested parties in responding to this request. HOW TO SUBMIT A RESPONSE The government requests that all responses to this RFI correspond to the numbered topics below, using the paragraph numbers set out in this document to reference each part of their response. Please respond to all topics. If the topic is not applicable, note "N/A" for that topic in the response. The Government may request that respondents provide additional information based on their initial submittals. Responses must include the name, title, telephone number, and e-mail address of a point of contact having authority and knowledge to discuss responses with GSA. Written responses to this RFI should be directed to Jason Cross via email to Jason.Cross@gsa.gov by June 15, 2017 at 2:00 P.M. Eastern Time. The subject line should read "Response to RFI - Electronic M&R Management." TOPICS FOR INPUT Please provide the following information in response to this RFI. Your complete response to the RFI should not exceed ten (10) pages. Tables, graphs, photographs, and/or screenshots do not count against the page limit. 1. Brief description of the company, including: a) Company Name and Address b) DUNS Number c) Corporate website URL d) NAICs code(s) e) Business Size (see http://www.sba.gov/size/indextableofsize.html). f) Estimated annual sales for maintenance and repair (M&R) equipment, installation, maintenance, repair and support. 2. Please submit a capabilities statement that demonstrates your company's experience in providing an M&R authorization system. The capabilities statement should include, but not be limited to, a statement of general qualifications for the company, including a brief description of past work performed in the area of maintenance and repair (M&R) authorization systems and any applicable certifications, listings, processes, or procedures. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of a capabilities statement will assist our office in tailoring the requirement to be consisted with industry standards. The capabilities will be also evaluated for the purpose of determining if this procurement qualifies to be set-aside for small business. 3. Provide a description of your company's registered vendor network, including the size, composition (national chains versus local independents) and geographic footprint of your network. 4. Provide any additional feedback that you feel is relevant, such as other capabilities of the company and the system not expressly requested above, including any problems or other issues experienced and resolved under similar contracts. 5. Provide a description of technical capabilities, including technical features, system requirements, and compatibility issues that would need to be addressed during system integration with GSA. 6. Contracting Methods: a) Indicate whether or not your company is a GSA Contract holder. If the company is a GSA Contract holder, indicate which Federal Supply Schedule(s) and Special Item Number (SINs) the company maintains. b) Provide information to help the Government understand how these services are purchased commercially (include typical terms and conditions, and pricing that are addressed for similar services or contracts of this nature). c) Identify innovative solutions for potential contracting methods and structure. d) Provide information on the company's willingness to, ability to, and experience with managing Contractor Teaming Arrangements (CTA) and subcontracting relationships. e) Provide information on the company's willingness to, ability to, or experience with obtaining FedRamp certification (for a SaaS or other cloud-based solution). If the company is already FedRamp certified please state as such. PROCUREMENT TIMELINE This RFI is the first step in a multi-phased procurement process. A solicitation is being contemplated to be posted later in FY2017. INDUSTRY OUTREACH GSA reserves the right to invite RFI respondents to meet with GSA Fleet officials to further discuss their approaches and solutions addressing future program requirements. Respondents may be contacted by the GSA Contracting Officer to provided additional information once a decision has been made on how the Government will proceed.