Fleet Management Information System

The Vendor is required to provide fleet management information system is responsible for maintaining and repairing 5 approximately 3,000 vehicles and pieces of equipment.
- Fleet also provides acquisition and disposal services, fueling and fuel card services, fleet analysis, replacement fund management, and motor pool services to its customers.
-The software will consist of a comprehensive and fully built management system which will result in greater efficiency and accuracy.
- Success will be measured through improved efficiencies, including but not limited to, mobile workstations, automated customer billings, able to upload and incorporate fuel usage information, and track vehicle life cycle costs to prepare levy charges.
- The FMIS must have live integration with NAPA IBS, and able to integrate with WEX, Fuel Force, PeopleSoft (Oracle Financial System), and various telematics providers.
- The new system must be able to bill all fees, inclusive of shop fees, maintain replacement fund balances, and calculate projected replacement dates.
- The Specifications Checklist below details specific functions which Salt Lake County Fleet requires in terms of integration in the software system selected.
- Part of the standard system and is included with the standard program at no additional cost
- Fully integrated add-on to the standard system, with additional cost
- Under development
- Modification to the standard system
- Customized service
- Not available and not currently under development consideration.
- The written material presented, the specifications will be assigned point scores based upon the ability of the proposed software to address the desired feature or defined task. The total points will be calculated by multiplying the points awarded by a predetermined weight factor for each criterion.
- System Security:
•Levels of database security for both customers and users, i.e. may the access be restricted or allowed by specific functions, fields, individual users, roles, etc.
•Control features are in place to safeguard the use of the application and protect the integrity of the data.
•The fields within the system that retain an audit trail and what data is maintained in that audit trail.
-  Support Services:
•Size of support staff, and support staff’s experience levels working with the system.
•The tiers/teams within the support staff with detail on how cases are handed or escalated according to difficulty/complexity from one support level to another.
•Average turnaround time for support calls and contacts addressing both time from calling to the time to speak to an agent; average time from speaking to an agent to when the person who will actually handle the case will be in contact with County staff.
•Support staff’s Service Level Agreements in resolving customer issues.
•Hours of operation for customer support
•After hours emergency support
•Different forms of remote access tools used
• Number of scheduled downtimes and maintenance periods throughout a given year, including a sample schedule of when such will occur
•How much notice will be provided for an unscheduled maintenance downtime
•Escalation paths for issues that are not being resolved in a timely manner or to the County’s satisfaction.

- Contract Period/Term: 5 years