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HHC selects RTA Fleet for fleet-management software after limited supplier responses; board presses for stronger supplier-diversity outreach
Summary
HHC’s board approved awarding a fleet management information-system contract to RTA Fleet after a competitive RFP; trustees raised concerns that diverse vendor participation (XBE/MBE/WBE/DBE) was limited or unresponsive.
The Health and Hospital Corporation Board approved awarding a contract to RTA Fleet for a fleet management information system after staff ran a request for proposals seeking an off-the-shelf, customizable system to serve Eskenazi EMS, Marion County Public Health garages and corporate fleets.
Luke Conway, corporate fleet director, told trustees the RFP was advertised on HHC’s website and in partner outlets (including Midstates Minority Supplier Development Council, the Indianapolis Star, Indianapolis Business Journal, Indianapolis Recorder and the City of Indianapolis Office of Minority and Women Business Development). HHC distributed the RFP to 32 service providers; five firms submitted proposals. A cross-functional evaluation team shortlisted AssetWorks and RTA Fleet; RTA Fleet scored highest on HHC’s criteria and was considerably less expensive in the cost analysis, Conway said.
Trustee Bruce Drummer and other trustees pressed staff on XBEE/MBE/WBE participation, saying the RFP’s vendor responses showed little or no listed diverse-partner participation. Conway and procurement staff said some respondents requested waivers or submitted incomplete responses and that the nature of this procurement—an off-the-shelf software product developed by a limited number of suppliers—constrained the pool of firms that could meet technical requirements. Procurement said it re-solicited the market and searched supplier databases to expand outreach prior to evaluation.
Board members asked staff to continue pursuing diverse participation at the contracting and implementation stages where possible (for example, training, implementation services, or other subcontract opportunities). The motion to award the contract to RTA Fleet was moved by Trustee Anafi, seconded by Trustee O’Brien, and passed by unanimous roll call.
Speakers relevant to this item include Luke Conway (corporate fleet director), Trustee Anafi (moved award), Trustee O’Brien (second), Trustee Bruce Drummer (raised supplier-diversity concerns) and Felicia (supplier engagement lead) who provided diversity-spend context elsewhere in the meeting.
