Asset and Fleet Management Software

The vendor is required to provide an asset and fleet software system to be utilized within various departments aiding in the efficiency of work product flow, ensuring compatibility between office and field staff.
- The system would also produce a SaaS (software-as-a-service) solution including hosted hardware, software, installation, training, data conversion, data backup and disaster recovery services and any other services as needed.
- Provide a company overview and description of the software system provided for, which shall include but is not limited to, management in the following areas: public works, utility and entrance permits, fleet operation, reporting and inventory areas.
- Free unlimited training and support throughout the life of the contract at no additional cost, which shall include but not limited to access of online technical support as well as customer service support (speaking with a live trained professional.)
- Providing software solutions for permit processing, how long your solution has been in use, the longest client using your software, and the iterations you have created with the software since its initial launch.
- Allow unlimited users/licenses to access the software at no additional cost in annual fees.
- Software enhancements/updates whenever released without interrupting workflow.
- GIS accessible from any device without any additional fees or licensing. users must be able to add multiple photos from field via tablet, laptop, or smart phone of choice (i.e. android, iOS, apple, chrome, microsoft, etc.).
- "Read-only" licenses must be available for all users that will not be creating or editing data without additional licensing costs
- Software must be hosted in the cloud by the vendor allowing access to users in real-time both in the office and in the field.
- Ability to store, maintain, edit, and populate forms and letters.
- System must provide the ability to configure, add new fields, and the ability to immediately run reports against the new fields created without requiring technical support or knowledge of SQL or crystal.
- Ability to assign work orders, escalate a work order, and confirm work order completion. electronically.
- Software must be able to provide time and cost tracking functionality, store information and automatically calculate based on hours, parts and material, equipment, and personnel assigned. should be able to output cost and time tracking into a report format.
- Must be able to create role-based dashboards easily without having technical knowledge and without having to contact vendor.
- Software must be able to keep and track maintenance history for all asset types.
- Maintain note history once a work order has been closed.
- Ability to track work orders, labor, equipment, and materials costs, and generate billing.
- Ability to set up any type of work order with "unlimited" user-defined fields by work order type.
- Search results for road segments must be shown within the database as well as a corresponding GIS map.
- Software must be able to track additional assets managed by the road department. i.e., culverts, bridges, etc.
- Software must be able to set up maintenance & inspection schedules for assets.
- Assets tracked in software must have the ability to tie back into the map
- Must be able to complete & track inspections for utility and entrance permits.
- Must have a vehicle replacement rating system.
- Must have daily inspection forms that are accessible via a mobile device.
- Must include a live inventory system for fleet parts.
- Software must provide the ability for end users to easily create saved reports and ad-hoc reports.
- Software must provide unlimited custom reports as requested at no additional cost.
- Inventory management has the ability to track warranties of all vehicles and equipment.
- Inventory management has the ability to track quantity of materials on hand with configurable unit types.
- Inventory management has the ability to track stocked/non stocked, and substitute parts.
- Inventory management has the ability to track quantity allocated to active work orders
- Track purchase orders, purchase date, quantity, units, category, vendor, inventory number, and cost of unit.
- Ability to set notification based on specified re-ordering amounts.
- Questions/Inquires Deadline: May 02, 2025