The vendor is required to provide for a fleet and equipment asset management solution, however future long-term needs include a broader set of capabilities to meet the unique nature of the metro parks assets.
• Provide an asset management solution that adequately meets the needs of agency current existing fleet and equipment set-up
• Provide a cloud hosted software that can provide a central database of equipment and vehicle details and allow for multiple users to have access across all 13 parks.
• Provide user training at time of project launch.
• The solution must have ability to migrate current data and history from current fleet management software (faster win); this will include vehicle/equipment, parts, fuel, and user history, etc.
• Provide user support through live, in-person, chat, telephone, etc., for any troubleshooting needs and be available 24/7, 365 days a year for such occurrences.
• Provide broader asset management beyond fleet and equipment, such as, but not limited to buildings, HVAC equipment, office equipment, land management, trail management, tree management, water management, for future implementation.
- Hosting:
1. Application should be cloud-hosted: specify if hosted in public cloud or your private cloud environment
2. Data storage: specify whether data is stored in the cloud, hybrid, or local environments.
3. Service level agreements (SLAS): confirm the availability and uptime SLAS.
4. Test environment: specify if a separate test environment will be available for validation and development.
- Technology:
1. Application:
• Browser-based supported by chrome and edge browsers.
• Responsive and mobile friendly.
• Location aware, i.e. ability to identify user location.
• Ability to configure, customize, or extend out of box functionality.
• Integrated with GIS technology, preferably ESRI ArcGIS
2. Data store: specify the backend database technology used.
- Reporting and analytics:
1. Pre-built reports and analytics dashboards
2. Ability to build user-defined reports and dashboards
3. Ability to export to csv/XLS and scheduled email outputs
4. Geospatial analytics, preferably through integration with ESRI ArcGIS
- Security:
1. User access control and permissions, preferably through role-based access control (RBAC)
• Hierarchical, site-based access control: implement site-specific access, managerial roles with restricted access, administrative override, and reporting-only user roles.
• Site-specific access: users can only view, report on, and manage vehicles/assets for their assigned sites.
• Administrative override: a global administrator role has full access to all sites and data.
2. Multi-factor authentication (MFA).
3. Microsoft Entra SAML login for single sign-on
4. Audit logging.
5. Regulatory compliance (e.g. PCI)
- Integration (e.g., ERP, fuel master, red e charge).
1. Ability to export and import data.
2. Ability to integrate with other systems, especially new world ERP, red e charge and fuel master, preferably through APIS and minimally through ETL (import-export).
3. API availability for third-party integrations.
• Detailed documentation with supported protocols (e.g., API, ODBC, get, post).
• Integration points: detail specific integration points for fuel, users, fleet, electric vehicles and assets.
4. SFTP: indicate SFTP support and preferred method.
- Data management:
• Data storage and retention policies.
• Data backup and recovery procedures.
• Data privacy compliance.
- Technical support:
• Availability and responsiveness of technical support.
• Service level agreements (SLAS): confirm response time and resolution time SLAS: confirm response time and resolution time SLAS.
• Training portal, videos and documentation.
- Software updates:
• Frequency and process for software updates.
• Compatibility testing.
- Fleet and equipment management functionality:
• Equipment identification, make, model, type/classification, location, department, serial number, plate number,
• Vehicle specifications, engine, transmission, tire(s), fuel, fluids, battery health
• Companies: active, retired, boats, fuel, electronics, buildings.
• Acquisition/disposal information (including cost)
• Vehicle replacement feature (e.g., estimated cost of replacement based on user-defined parameters)
• Warranty information
• Components/parts (including vendor and cost information)
• Report preventative maintenance
• Preventative maintenance completed
• Notes and miscellaneous information
• Auto generate preventative maintenance notifications to the mechanic and operator
• Fuel tracking record keeping (including fuel efficiency tracking)
• Electric vehicle battery health tracking (e.g., state of health, capacity, performance monitoring)
• Searchable history
• Work orders/maintenance & repairs completed
• Fleet reporting feature
• Parts shop inventory
• Technician entry
• Reporting features and custom reports
• Life cycle of asset
• Inspection of equipment
• Equipment/vehicle assignments
• Total cost of ownership – both gas/battery powered
• Carbon footprint analysis
• Depreciation value
• Define, print and scan QR codes to identify equipment and vehicles
• Spatial awareness of equipment for live mapping and attribute management including:
• Storing spatial attributes of fixed equipment and displaying them on a map (live location of a movable fleet and equipment asset not required).
• Using the map as a key interface for equipment management
- Migration:
• Ability to migrate vehicle/equipment, parts, fuel and user history from current system (faster win)
- Financial analysis:
• Cost tracking & budgeting (total cost of ownership analysis)
• Customizable financial reports
• Cost/benefit analysis for various equipment types (e.g., electric vs. internal combustion vehicles, or battery vs. gas powered equipment)
- Future functionality:
• Ability to manage assets beyond fleet and equipment to:
• Parks
• Benches
• Fences
• Landscape areas
• Trails, including nature trails, bike trails, paved trails, etc.
• Park structures, like picnic shelters
• Playgrounds, including soccer and baseball fields
• Playground equipment
• Trees
• Bridges
• Pavements
• Boardwalks
• Sidewalks
• Light poles and fixtures
• Golf courses
• Facilities, HVAC, building equipment
• Tollbooths
• Irrigation, pumps
• Shorelines
• Docks
• Seawalls
• Fishing piers and overlooks
• Waterslides
• Pools
• Disc golf
• Ditches
• Basins
• Water channels
• Culverts
• Inlets
• Dams
• Wells
- Provide cost of training sessions for onsite and virtual training for administrators and users.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: April 15, 2025