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Request for proposals for Vehicle Tracking Systems Closing Date: 21 Jul 2026 Type: Consultancy WORLD VISIONS FLEET BACKGROUND World Vision operates in challenging and complex environments, and vehicles are critical to the delivery of its programs and operations. World Vision Ghana owns and manages 132 vehicles (76 cars and 56 motorbikes), including passenger vehicles, 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. Current Fleet Passenger Vehicles: 67 ( Sixty - Seven) Motorcycles : 56 ( Fifty - Six) Commercial Vehicles: 9 ( Nine) PURPOSE World Vision Ghana, by way of this Request for Proposal (RFP), is requesting responses from qualified vendors that meet the project requirements specified in this document. With the different technologies that exist in the field today, World Vision Ghana is seeking hardware and software to track and monitor the movement of its vehicles and driver behavior. The objective for this RFP is to gather information on the different vendors capabilities and systems that would be appropriate for the management of World Vision Ghanas fleet, including available features and associated costs. World Vision is seeking information on vehicle tracking systems, which meet the following requirements Web Based Vehicle Tracking System Administration: Cloud based server and data storage. Ability to assign and manage user permissions. System language available as English. Vehicle Tracking: Vehicle tracking hardware options for passenger vehicles and motorcycles. Local vehicle tracking hardware instillation available. Ability to locate vehicles, using GPRS/4G/5G/GPS on a map overlay in real time. Ability to track vehicles traveling speeds. Ability to show vehicles current operating statuss (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 vehicles odometer. Ability to monitor driver behavior (e.g. speeding, journeys, idling time, etc.). Ability to shut off engines / immobilize engine remotely. 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, traveling speeds, etc. Vehicle and journey data reports 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. Distance traveled Fuel consumption Vehicle utilization Customer Support: Customer support for the fleet management system and vehicle tracking hardware. Initial and periodic training for staff members on any applicable vehicle tracking system features and vehicle tracking hardware. Communication All communication, correspondence, presentations, training materials, user manuals, reports, and other deliverables related to this assignment shall be provided in English. English shall be the official language for all interactions between World Vision Ghana and the service provider. General Questions 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/subsidaries/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 3 Years Provide a copy of a certificate of business registration, certificate of incorporation, business license, or similar document. (Paste onto appropriate tab, attach in ProVision, or attach to submitted supplier packet.) Provide a copy of tax registration, tax clearence certificates, or similar document. (Paste onto appropriate tab, attach in ProVision, or attach to submitted supplier packet.) Code of Conduct Does your company have a Code of Conduct? If your company does have a Code of Conduct, provide a copy. (Paste onto appropriate tab, attach in ProVision, or attach to submitted supplier packet.) 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: Organization and Department Name Business Address Contact Information (Name, Title, Mobile, Email Address) Dates of Engagement Approximate Count of Vehicles Involved Services and Products Provided Reference #2: Organization and Department Name Business Address Contact Information (Name, Title, Mobile, Email Address) Dates of Engagement Approximate Count of Vehicles Involved Services and Products Provided Product/Technical Information Vendor needs to provide all requested information outlined below in a PDF format to be attached through our procurement system, COUPA (ProVision). Available Services and Products Proposed product for World Visions 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 Data Security Cyber-security: Describe your companys technical solutions, capabilities, and data security solutions. Cloud: Describe your companys cloud capabilities. Include information regarding offline operations (how would it operate if cloud services were lost and/or if the connection to the cloud were severed for an extended period of time). Support, Maintenance, and Training Customer Service: Describe your companys customer service offering, including information on response times and service level agreements. Training: Describe the training philosophy, methods, and resources you would employ to quickly transition World Vision to your system. Warranty: Describe the typical warrantee terms for hardware, installation labor, etc. Complete Fleet Management System Capability Questionnaire Vendor needs to provide answers to all questions in the Fleet Management System Capability Questionnaire through our procurement system, COUPA (ProVision) or if instructed, through the provided Excel document. 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 verses 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 switches to a satellite network when cellular service is not available? Does your company offer easily transferable vehicle tracking hardware units, which can be quickly connected 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 have the ability 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 statuss (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 vehicles 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 syphoned out of the vehicles 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 behavior? (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, 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 companys 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, traveling speeds, etc.? Does the system provide reports on at least a monthly bas Tender Link : https://reliefweb.int/job/4220416/request-proposal-vehicle-tracking-systems
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