Asset Management System

The vendor is required to provide asset management system that interfaces with the county’s financial system and produces reports that the organization requires.
• Manage the county fleet of white, orange, and yellow iron, and a variety of other equipment which equates to over 838 lines.
• Manage over 1,674 lines of parts in the county parts department, which is located at two separate facilities.
• Manage the county fuel usage to include our onsite bulk fuel service, fuel purchased with WEX fuel cards at local stations, fuel purchased from the city of flagstaff fuel island, and track report equipment fuel usage via automated system
• Support the maintenance management of the county fleet in two different shops – light duty mechanical services shop (white iron with approximately 336 vehicles) and the heavy equipment shop (orange and yellow iron).
• The capability to interface with the county financial software system in which all costs, by department, are transitioned from the asset management system to journal entry transactions that can be seamlessly imported for fund transfers between departments and accounts.
• Produce historical (point-in-time) and on demand financial reports - with the ability to filter reports by department, vehicle, etc.
- Provide a system that supports mechanic staff level input, supervisor review and management reporting on all facets of equipment accountability, maintenance and disposition to include tracking parts, fuel, internal and external repairs, providing reports by department, facility, and shop (light or heavy) down to the mechanic level. provide the ability for reports to be automatically generated and pulled on a daily, weekly, monthly and annual basis.
- Track all parts between the two facilities, inventory management, receiving, distribution, end of month reporting, and annual reconciliation.
- Track all fuel usage to include: bulk fuel at both locations, WEX fuel card tracking, and fuel use via the city of flagstaff fuel system. enable integration with county fuel systems that include Gasboy, WEX and charge point, and EKOS.
- System must generate work orders for both light and heavy mechanic shops that track hours, parts, supplies, oils and lubricants, external services, and repairs.
- System must be able to incorporate current historical asset management database (RTA) without losing any vehicle or equipment history.
- Provide training on the system that includes in-person, online, and self-paced learning.
- Provide ongoing technical support for the system.
- Technical specifications:
• System shall be web based and meet the cyber security requirements and insurance of the county department outlined in the sample contract. 
• System must be able to track replacement costs for future vehicle purchases, and produce reports on funds expended, funds available, and auction values.
• System must include fields to track the replacement year, value, life meter, upfit costs, purchase price, total cost fields, and funding source for each asset.
• System must provide support for multiple cross-reference numbers, such as fuel tag, county asset tag, and road maintenance number, among others.
• Provide initial upfront in person training to county staff and follow-up training as needed to maintain and update the system as parameters and requirements change.
- Contract Period/Term: 1 year
- Pre-Proposal Meeting Date: July 23, 2025
- Questions/Inquires Deadline: July 30, 2025