GPS Vehicle Tracking Devices & Related Solutions and Services

The City of Tucson is seeking competitive proposals from qualified vendors to provide a comprehensive, scalable GPS vehicle tracking and management system as required for City vehicles. The selected vendor will modernize fleet operations, improve driver safety, and ensure maximum fiscal accountability, aligning with our strategic objectives.

Background

• Transportation & Mobility: Street maintenance vehicles, transit support units, and traffic engineering equipment.
• Water: Specialized utility trucks, vacuum excavators, and emergency repair vehicles safeguarding the city's water infrastructure.
• Public Safety and General Services: Code enforcement, parks and recreation maintenance, and administrative support vehicles.

Project Details

• Reference ID: 260201
• Department: General Services
• Department Head: General Services (General Services)

Important Dates

• Questions Due: 2026-07-17T21:00:00.000Z
• Pre-Proposal Meeting: 2026-07-15T20:30:00.000Z — https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTRjMjRiNGMtNGRkZS00NjcwLTg5OTYtM2JhZTFiMTZkMGQ5%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%220c9e990b-c4dd-43df-a6c3-e99db0789320%22%7d Meeting ID: 251 066 511 864 102 Passcode: eg3eb2gR ________________________________________ Need help? | System reference Dial in by phone +1 213-293-2303,,231882851# United States, Los Angeles Find a local number Phone conference ID: 231 882 851#

Evaluation Criteria

• Method of Approach (35 pts) —

  A. Understanding of Project Requirements

  • Provide details on your demonstrated understanding of municipal fleet operations

  • Provide your Awareness of regulatory and compliance considerations

  • Provide details on potential challenges and mitigation strategies

  • Provide a response on your alignment of proposed solution with stated objectives

  B. Technical Solution Design

  • Provide details on your Software platform capabilities

  • Provide details on your Integration methodology

  • Provide details on Scalability for future fleet growth

  • Provide details on your Flexibility to accommodate department-specific needs

  • Provide details on Reporting and analytics capabilities

  C. Implementation

  • Provide an installation and Project timeline to include onsite, weekend and after hours availability

  • Provide Schedule for Approx 1005 vehicle installations at approx 12 locations

  • Provide any necessary Installation logistics

  • Provide details on acceptance testing and your validation process

  • Provide details on a Change management approach to uninstall current equipment and installation of new equipment

  • Provide details on your approach to Minimization of vehicle downtime

  D. Data Migration & Integration Strategy

  • Provide details on how you will support retention of existing telematics data

  • Provide details on API integration approach

  • Provide details on your Data validation process

  • Provide your details on Coordination with third-party vendors

  • Provide details on the Timeline for integrations

  E. Training & User Adoption

  • Provide your Administrator training plan

  • How will you provide End-user training materials?

  • Provide details on your Training delivery format (onsite, virtual, hybrid)

  • Do you offer Ongoing refresher training?

  F. Ongoing Support & Service Model

  • Provide details on your Help desk structure and availability

  • Provide details on Escalation procedures

  • Provide details on your Account management structure

  • Provide details on your Software update and upgrade process

  • Do you have a Customer success program?

  G. Innovation & Value-Added Services

  Provide details on any of the Additional items listed below for consideration:

  • Predictive analytics capabilities

  • Sustainability and emissions reporting

  • Safety monitoring enhancements

  • Emerging technologies

  • Value-added reporting tools

  • Predictive analytics capabilities

  • Sustainability and emissions reporting

  H. Additional Offerings & National Cooperative Purchasing Program

  • Detail the scope of related products/solutions and services that your company offers. Include all catalog items for additional consideration.
    Include any additional options that your company offers.

  • Demonstrate your commitment to leverage the Axia Cooperative purchasing program to make the resulting contract available to public agencies across the country. Include details about your firm’s ability to:

    • Market the agreement to public agencies nationally

    • Educate your firm’s sales staff about the cooperative purchasing program

    • Connect your sellers with the Axia team to pursue joint selling efforts

    • Connect with customer decision makers

    • Track sales and report back to Axia Cooperative

  • What specific steps will your company take to train and equip their account managers to sell the cooperative contract / program on a national basis?

  • Will you establish national sales goals for public agency adoption of the cooperative agreement?

  • What tools will you utilize to track opportunities and hold sellers accountable?

  • Who are your national/corporate points of contact for sales, marketing, contract administration and monthly sales reporting for the cooperative program?

  • Describe all methods of accepting orders (online, apps, phone, email, in-person, etc.).

  • Describe your available invoicing processes.

  • Describe your customer issue resolution process. Also detail customer service escalation procedures.

  • Describe performance measures for areas for customer success.

  • Detail any value-added services and programs that may complement the comprehensive solutions and services offering. Such offerings may include (but are not necessarily limited to):

    • Small business partnership programs, such as local fulfillment and/or service partners

    • Training & Education

    • Consulting services

    • Green / Sustainable programs, such as recycling programs, company policies, product certifications, staff and/or company certifications, sustainable distribution practices, etc.

  • Complete and sign the Federal Funds Certification included in Attachment J, Exhibit C.

  • Review the Sample Axia Cooperative Administration Agreement in Attachment J, Exhibit D. Note any questions, concerns and/or proposed exceptions.

• Price Proposal (35 pts) —

  • Please complete price page attached herein.

  • Provide pricing in the available pricing table.

  • Provide a detailed breakdown of any additional cost for software, installation, training and configurations, etc.

  • Provide a comprehensive Not-To-Exceed (NTE) pricing / discount structure for participating agencies of the Axia Cooperative purchasing program. This may be a list of products and/or categories with corresponding minimum discounts, individual products with NTE unit prices, minimum hourly service rates, etc. This may include products/solutions and services that the City of Tucson itself may not specifically call out in the Scope of Work.

  • Describe your pricing methodology. Do you utilize a discount off of list model, “web” pricing minus discount model, etc.?

  • Describe how and how often the pricing documents are updated. Detail items and/or categories that may be updated more often than others.

  • Detail how market conditions impact pricing and propose how you plan to account for such changes. Can pricing adjustments be audited and tracked with an index or other calculation?

  • Describe any regional and/or individual custom pricing lists that may be available to participating agencies of the Axia Cooperative purchasing program. Detail how this kind of program can be extended to one or more participating public agencies, the number of items that can be made available through such a program, how and how often the list is updated, limitations based on the type and size of the participating agency, etc.

  • Describe if and how volume discounts may be applied for certain orders.

• Qualifications and Experience (30 pts) —

  A. Organizational Experience (Provide details for the following)

  • Number of years providing GPS fleet tracking and telematics services

  • Experience serving municipal, county, or state government clients

  • Experience managing fleets of comparable size and complexity

  • Demonstrated success with mixed fleet types (light-duty, heavy-duty, specialty equipment)

  • Provide a detailed overview of your company, including years in business, corporate headquarters location, number of employees and types of business.

  • How many sellers are dedicated to selling to and supporting the state & local government and education (SLED) market?

  • Detail your national product distribution and service delivery/support network.

  • If your business intends to conduct business in the State of New Jersey, download, complete and sign the forms found in the “Vendor Forms Required For All Proposal Submissions” at https://www.nj.gov/treasury/purchase/forms.shtml#eo134.

  B. Past Performance (Provide details for the following)

  • Demonstrated measurable results (fuel reduction, idle reduction, safety improvements, cost savings)

  • Client retention rates

  • History of contract renewals

  • Feedback regarding system reliability, customer service, and responsiveness

  • Provide details on your firm’s experience delivering similar solutions for public sector organizations.

  • Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.

  • Provide at least three references for similar projects, including project scope, outcomes, and performance metrics.

  C. Financial Stability (Provide details for the following)

  • Years in business

  • Evidence of stable growth

  • Ability to sustain multi-year SaaS operations

  • Disclosure of mergers, acquisitions, or ownership changes

  D. Key Personnel & Staffing (Provide details for the following)

  • Qualifications of assigned project manager

  • Technical certifications of implementation staff

  • Availability of dedicated account management

  • Support staffing levels

  • U.S.-based support operations

  E. Compliance and Risk History (Provide details for the following)

  • History of litigation within the past five (5) years

  • Regulatory compliance record

  • Data security incident history

Submission Requirements

• Discounts —

  As stated in the Instructions to Offerors. Discounts, the price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.

• Cooperative Purchasing Program —

  Cooperative Purchasing allows other public agencies to piggyback on the City of Tucson’s contracts. Will your firm provide Axia Cooperative, as the administrator of this national cooperative contract, an administrative fee in the form of a percentage of sales?

• Does your firm have a City of Tucson Business License?
• Please upload a copy of your business license.
• Forms to be Filled Out —

  Please ensure that all required information is included with your response.

  1. Response to Evaluation Criteria
  2. Pricing Proposal
  3. Offer and Acceptance Form
• Response to Evaluation Criteria (required) —

  Please upload your response to the Evaluation Criteria.

• Pricing Proposal —

  Please upload your Pricing Proposal (if applicable).

• Offer and Acceptance Form (required) —

  Please upload your signed Offer and Acceptance form.

• Does your response to this solicitation include a request to keep any portion confidential and withhold it from the public record? (required) —

  Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

• Confidential Information (required) —

  If you answered yes, then you must use this field to identify the sections of your submittal that you are requesting be withheld from public record. 

  If sections are not identified as confidential in this field, your request to hold information confidential may not be accepted.

  Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

• Is your firm submitting any exceptions for the City's consideration?  (required) —

  In accordance with Instructions to Offerors - Exceptions to Contract Provisions, any exceptions that an offeror wishes to submit for the City's consideration must be indicated here in order to be considered.

• Define the exceptions you are requesting. (required)
• Living Wage (required) —

  Will Living Wage Requirements be a part of the resulting contract?

• Will the resultant contract have Federal Funding? (required)
• Special Terms and Conditions (required) —

  Please select the required language that should be included under Special Terms and Conditions for this project. Please select all that apply.

• Insurance Requirements (required) —

  Please select the additional insurance coverages required for this project. Please select all that apply.

• Initial Term of Contract (required) —

  What is the initial term of the contract?

  Please use the following format: one (1)

  Even if you selected auto renewal, you need to add the initial term, i.e. one (1)

• Renewal Options (required) —

  Will renewal options be given with this contract?

  If you selected Auto Renewal, select No.

• Renewal Term (required) —

  What is the renewal term of the contract?

  Please use the following format: four (4)

  If no extension options will be given or you selected automatic renewals, please enter "N/A".

• Pricing (required) —

  Will you build the pricing table in OpenGov Procurement?

• Separate Pricing Document (required) —

  If you will be requesting the pricing to be provided by the vendor outside of the OpenGov system, have you attached the required document to this solicitation?

• Attachments (required) —

  Do you have any attachments?