Announcements

INVITATION TO BID

SUPPLY, INSTALLATION, AND MAINTENANCE OF VEHICLE TRACKING SYSTEM FOR WORLD VISION INTERNATIONAL SIERRA LEONE FLEETS
RFP Ref: WVISL-FY24/RFP0004/2024-05

BACKGROUND OF WORLD VISION INTERNATIONAL SIERRA LEONE.
World Vision is a global Christian relief, development, and advocacy organisation dedicated to working with children, families, and communities to overcome poverty and injustice. World Vision serves all people, regardless of religion, race, ethnicity, or gender.
World Vision International Sierra Leone (WVISL) has been operational since 1996, assisting communities with various interventions in health, education, child protection, water & sanitation, and livelihood.

I. WORLD VISION’S FLEET BACKGROUND
World Vision operates in challenging and complex environments, and vehicles are critical to delivering its programs and operations. World Vision International Sierra Leone owns and manages 29 vehicles, including passenger vehicles, 200 motorcycles, and commercial vehicles. We are conducting an RFP for a Vehicle Tracking System (VTS) as we look for ways to operate a safer, more cost-effective, and greener fleet.

II. OBJECTIVE OF THE ITB
By way of this Invitation to Bid (ITB), World Vision International Sierra Leone requests responses from qualified Vendors meeting the project requirements specified in this document. With the different technologies that exist in the field today, World Vision International Sierra Leone is seeking hardware and software to track and monitor the movement of its vehicles and driver behaviour. The objective of this ITB is to gather information on the different vendors’ capabilities and systems that would be appropriate for managing the World Vision International Sierra Leone fleet, including available features and associated costs.

World Vision International Sierra Leone herewith invites interested bidders to submit seal Bids for the Supply, Installation, and Maintenance of the Vehicle Tracking System as follows:

No Description Total Number of Fleets
1 Vehicle Tracking Hardware, which transmits data solely through terrestrial cellular networks. 31
2 Vehicle Tracking Hardware, which transmits data through terrestrial cellular networks (i.e. GPRS or UMTS) when available and switches to a satellite network when cellular service is not available. 31
3 Vehicle Tracking Hardware, which is easily transferable and can be quickly connected to an auxiliary power socket within a vehicle. 31
4 Vehicle Tracking Hardware, which is suitable for installation on motorcycles. 200
5 Fuel Sensor (Per Unit) 31
6 Monthly Maintenance Service Fees (Per Unit) 31
7 Installation Fee (Per Unit) 1

World Vision is seeking information from credible Vendors on vehicle tracking systems that meet the following requirements:

Web-Based Vehicle Tracking System Administration:
• Cloud-based server and data storage.
• Ability to assign and manage user permissions.
• The system language should be English.

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

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

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

III. REQUIREMENTS FOR RFP
This ITB would like to invite vendors with proven capabilities to provide a vehicle tracking solution of the abovementioned scope. The following information needs to be submitted:
A. Supplier Qualification
The Interested Vendor needs to provide all requested information outlined below through a questionnaire:

General Questions (Company Profile)
• Company Registered Name
• Company Address
• Company Phone Number
• Company Webpage
• Company Contact Person Name
• Company Contact Person Position/Title
• Company Contact Person Email Address
• Company Contact Person Office Mobile Phone
• Please provide the names of the companies with whom you have joint ventures/subsidiaries/partnerships, if any, and explain your relationship.
• Years Established
• Number of years your company has been present in the business/market relevant to this RFx.
• Financial Information
• Company Annual Revenue for the Past 2 Years
• Provide a copy of a certificate of business registration, certificate of incorporation, business license, or similar document.
• Provide a copy of tax registration, tax clearance certificates, or similar documents.
• Code of Conduct
• Does your company have a Code of Conduct?
• If your company does have a Code of Conduct, provide a copy.
• Does your Code of Conduct have a section on Human Rights?
• Does your Code of Conduct have a section on Labour Standards?
• Does your Code of Conduct have a section on Environmental Protection?
• Does your Code of Conduct have a section on Anti-corruption?
• Does your Code of Conduct have a section on Child Protection?

References
(Each reference should be from work performed in the last 5 years, and Reference #1 should be from a non-profit or NGO.)"
• Reference #1:
o Organization and Department Name
o Business Address
o Contact Information (Name, Title, Mobile, Email Address)
o Dates of Engagement
o Approximate Count of Vehicles Involved
o Services and Products Provided
• Reference #2:
o Organization and Department Name
o Business Address
o Contact Information (Name, Title, Mobile, Email Address)
o Dates of Engagement
o Approximate Count of Vehicles Involved
o Services and Products Provided

B. Product/Technical Information
Interested Vendors need to provide all requested information outlined below:

Available Services and Products
• Proposed product for World Vision’s Global Fleet
• List of compatible vehicle types
• Data points collected by the fleet management system and vehicle tracking hardware
• Data retention and ownership
• Data Accuracy
• Data granularity
• Data accessibility based on user permissions
• Alert notifications
• Analytics and Reporting
• Overlay mapping analysis
• Provide a copy of a valid Manufacture Authorization
• Certificate of Manufacture Warranty and Warranty Period
• Technical Specification of the proposed Vehicle Tracking System
• Provide a brochure of the proposed Vehicle Tracking System

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

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

C. Complete Fleet Management System Capability Questionnaire
Interested Vendors need to provide answers to all questions in the Fleet Management System Capability Questionnaire through our procurement system,

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

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

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

Driver Behavior Monitoring
• Does your system track Speeding Events?
• Does your system track Time Spend Idling?
• Does your system track Harsh Acceleration Events?
• Does your system track Harsh Breaking Events?

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

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

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

EVALUATION CRITERIA
Proposals will be evaluated based on the below criteria:
• Technical competence
• Evidence of experience
• Pricing

Completed Proposals should be addressed to:
The Supply Chain Manager
World Vision International Sierra Leone
No. 35 Wilkinson Road
Freetown-Sierra Leone

The Proposals must be delivered by hand or via email to WVISL at 35 Wilkinson Road, Freetown, Sierra Leone, or This email address is being protected from spambots. You need JavaScript enabled to view it. by 14:00 GMT on or before 12th July, 2024.

No late proposals will be accepted.