The vendor is required to provide from qualified vendors for the provision of a comprehensive transit bus maintenance management software solution.
- The proposed software solution must provide the following core functionalities:
• Work order ticketing platform:
• Ability for authorized personnel to easily create, assign, track, and manage work orders.
• Customizable work order templates with fields for vehicle information, problem description, technician assignment, priority, status, and resolution details.
• Ability to attach documents, images, and notes to work orders.
• Workflow management for work order approval processes.
• Preventative maintenance (pm) scheduling:
• Automated scheduling of pm tasks based on mileage, time intervals, or other customizable triggers.
• Configurable pm checklists and procedures for various vehicle types and maintenance schedules.
• Generation of proactive notifications for upcoming pm tasks.
• Tracking of completed pm activities and history.
• Predictive maintenance scheduling:
• Capabilities to analyze data (e.g., mileage, sensor readings, repair history) to predict potential failures and schedule proactive maintenance interventions.
• Integration with vehicle telematics or other data sources for real-time monitoring (desired, please specify if your solution offers this).
• Customizable algorithms and thresholds for predicting failures.
• Service notifications:
• Automated generation and delivery of service notifications (e.g., email, SMS) to relevant personnel regarding work order status updates, pm reminders, vehicle availability, and other critical information.
• Customizable notification rules and recipient lists.
• Asset management:
• Comprehensive tracking of all transit buses, including detailed information such as vin, year, make, model, acquisition date, mileage, fuel type, and assigned location.
• Ability to track other assets related to maintenance operations (e.g., tools, equipment).
• Lifecycle management capabilities for assets.
• Tracking registration, insurance and emissions status.
• Asset knowledge base:
• Integrated repository for storing and accessing maintenance manuals, repair procedures, technical bulletins, diagrams, and other relevant documentation for all tracked assets.
• Searchable database with robust filtering capabilities.
• Version control for documents.
• Road call management:
• Dedicated module for logging and managing road call incidents.
• Ability to record location, nature of the issue, responding technician(s), and resolution details.
• Tracking of road call response times and costs.
• Labor time tracking:
• System for technicians to accurately record time spent on specific work orders and tasks.
• Integration with work order assignments.
• Reporting capabilities on labor hours by technician, work order, and vehicle.
• Fueling system integration:
• Ability to integrate with existing or future fueling systems to automatically record fuel consumption data for each vehicle.
• Tracking of fuel costs and efficiency.
• Reporting on fuel usage patterns.
• Automatic generation and distribution of fueling reports
• Parts inventory management:
• Real-time tracking of parts inventory levels, locations, and costs.
• Automated alerts on low stock levels to parts department employees.
• daily usage report to requested email accounts.
• Support for barcode scanning or other inventory management technologies.
• Integration with requisition order creation.
• Days since last used feature for parts inventory.
• Complete administrative control over parts inventory.
• Ability to link and supersede and replace part numbers.
• Integrated purchase order (PO) and requisition creation:
• Seamless process for generating and managing purchase orders for parts and supplies directly within the software.
• Ability to link pos to specific work orders or inventory needs.
• Tracking of po status, vendor information, and delivery dates.
• Data reporting and KPIs:
• Robust reporting capabilities with customizable dashboards and reports on key maintenance metrics, including:
o Work order completion rates
o Vehicle uptime and availability
o Preventative maintenance compliance
o Mean time between failures (MTBF)
o Labor costs per repair/vehicle
o Parts costs per repair/vehicle o fuel consumption and costs
o Road call statistics
• Ability to export data in various formats (e.g., csv, excel, pdf).
• Mobile app and functionality:
• Vendor to provide compatible tablets with shockproof casing with ability to use external devices i.e., keyboard, mouse, and networked printer
• MDM license required and integrated
• User-friendly mobile application or responsive web interface accessible on shop tablets
• Functionality for technicians to:
o View assigned work orders
o Record labor time direct and indirect
o Multiple users on a word order
o Update work order status
o Access asset information and knowledge base
o Document findings (text, images)
o Access parts inventory levels
• Integrated digital “whiteboard” display capability:
• Feature to display a real-time overview of shop activity on large monitors (digital whiteboard).
• Customizable views showing work order status, technician assignments, vehicle status, and priorities.
• On-site assistance:
• Description of the vendor's approach to on-site assistance during implementation, training, and ongoing support.
• Customization capabilities:
• Details on the platform's ability to be customized upon request to add new features or modify existing functionalities to meet the agency's evolving needs.
• Response time for changes:
• Confirmation of the vendor's ability to respond to and implement requested changes or modifications within a timeframe of fourteen (14) calendar days.
• Remote accessibility:
• The software must be a cloud-based system, allowing authorized employees at remote locations to securely access the system by logging in via an internet connection.
• Integrations with popular programs:
• Description of the software's ability to export data to the format of with widely used programs, specifically microsoft outlook (e.g., calendar integration, email notifications), adobe pdfs, microsoft office, hosted and 365
• Integration with accounting software:
• Details on the software's ability to integrate with sage accounting software for the transfer of financial data related to maintenance, labor, and parts costs.
• Ability to integrate with future software installations
• The agency to retain rights of ownership of all data o ability to export data per agency requirements
• Cloud hosting must have 99% uptime on leading public cloud provider
• Data must be backed up daily, weekly, and monthly and retained for 90 days minimum.
- Non-Mandatory Pre-Proposal Conference Date: May 14, 2025
- Questions/Inquires Deadline: May 19, 2025