Fleet Management Implementation and Software

The Vendor is required to provide for the provision, implementation, and support of a comprehensive fleet management information system (FMIS).
- This initiative is to modernize and enhance the city's fleet operations by acquiring a robust, user-friendly, and scalable solution that supports the full lifecycle management of municipal fleet assets.
- The desired FMIS solution will provide functionality in areas such as asset tracking, maintenance management, work order management, inventory control, fuel and telematics integration, reporting, and lifecycle cost analysis.
- The city aims to transition from the limitations of its current enterprise resource planning (ERP) to a purpose-built, centralized fleet management information system that will serve as the core platform for all fleet-related data, activities, and reporting.
- Asset management
• The system must maintain comprehensive equipment and vehicle records, including:
• Vehicle/equipment identification (make, model, year, vin/serial number)
• Acquisition data (purchase date, cost, and funding source)
• Registration and licensing information
• Specification details and attached documentation
• Component and sub-component tracking
• Custom fields for organization-specific data
• The system must track and report on:
• Acquisition and disposal information
• Depreciation schedules with multiple calculation methods
• Current market value estimations
• Total cost of ownership metrics
• Monthly chargeback/rent/lease metrics by customer or department
• Utilization statistics
• Lifecycle status indicators
• Custom configurable asset hierarchies for equipment relationships
• Ability to clone/duplicate asset records for similar equipment
• Mass update capabilities for global changes
• Attachment functionality for documents, images, and schematics
• Configurable alerts for renewals, inspections, and deadlines
• Integration with barcode/RFID systems for asset identification
- Preventive and corrective maintenance
• Preventive maintenance (pm) scheduling:
• Multiple pm schedule types (time, meter readings, distance, engine hours, fuel consumption)
• Ability to create nested/hierarchical pm schedules
• Adjustable intervals and tolerances
• Forecast capability for future pm events
• Grouping of related pm tasks
• Seasonal/conditional pm tasks
• Corrective maintenance features:
• Fault code tracking and analysis
• Problem diagnosis assistance
• Failure analysis reporting
• Root cause identification tools
• Repair history searchable by failure type
• Maintenance management:
• Compliance tracking for regulatory requirements
• Integration with manufacturer service bulletins
• Warranty tracking and claim management
• Service history retention for the life of assets
• Technician certification/qualification tracking
• Standard job/repair time estimates
- Work order management
• Work order creation and processing:
• Multiple creation methods (mobile, desktop, email, integration)
• Customizable work order types and priorities
• User-defined approval workflows
• Labor tracking with multiple labor rates
• Parts and inventory integration
• Third-party vendor service tracking
• Ability to attach documents and photos
• work order functions:
• Real-time status updates and notifications
• Mobile access for field technicians
• Electronic signature capture
• Time tracking with clock-in/out capability
• Task assignment to specific technicians
• Scheduling board/calendar view
• Work order templates for common repairs
• Advanced work order features:
• Inspection checklists with pass/fail criteria
• Task sequencing and dependencies
• Estimated vs. actual time/cost tracking
• Customer/department approval process
• Automated notifications based on status changes
• QA/QC verification steps
- Integration with timekeeping systems
1. Parts and inventory management
• Inventory tracking:
• Multi-location inventory management
• Serialized inventory capabilities
• Minimum/maximum stock levels
• Bin/shelf location tracking
• Unit of measure conversions
• Lot tracking and expiration dates
• Consignment inventory handling
• Inventory operations:
• Automated reorder points and purchase requisitioning
• Inventory adjustment with reason codes
• Physical inventory and cycle counting tools
• Vendor management with multiple vendors per part
• Core tracking and returns
• Warranty tracking by part
• Kit/Assembly management
• Parts management:
• Cross-referencing of part numbers
• Alternative/substitute parts
• Part supersession tracking
• Vehicle/equipment compatibility matrix
• Part usage history and statistics
• Cost history tracking
• Integration with procurement systems
2. Fuel tracking and integration
• Fuel management:
• Capture of all fuel transaction data (quantity, cost, and odometer)
• Support for multiple fuel types and alternative fuels
• Fuel economy tracking and reporting
• Exception reporting for fuel usage
• Fuel inventory management for onsite tanks
• Bulk fuel reconciliation
• Fuel system integration:
• Integration with commercial fuel card systems (WEX, voyager, etc.)
• Support for automated fuel island systems
• Mobile fueling transaction capture
• Bulk fuel delivery tracking
• Automated odometer/hour meter validation
• Ability to import fuel data from multiple sources
• Fuel analysis:
• Mpg/efficiency calculations
• Consumption trend analysis
• Carbon footprint reporting
• Cost per mile calculations
• Idle fuel consumption tracking
• Tax exemption tracking and reporting
3. GPS/telematics integration
• Telematics integration:
• Real-time integration with major telematics providers including GeoTab
• Automated odometer/hour meter updates
• Vehicle health/diagnostic code capture
• Idle time tracking and reporting
• Route visualization and playback
• Geofence and landmark management
• Operational data utilization:
• Driver behavior scoring and reporting
• Vehicle utilization analysis
• Automated exception alerting
• Integration of telematics data with maintenance scheduling
• Fuel consumption correlation with driving patterns
• Work order generation based on diagnostic trouble codes
• Advanced telematics features:
• Battery health monitoring for EVS/hybrids
• Temperature monitoring for refrigerated units
• PTO and auxiliary equipment usage tracking
• Custom sensor data integration
• In-cab driver notification system
• Mobile app integration for operators
4. Key control system integration
• Key management:
• Electronic key control cabinet integration
• Key checkout/check-in tracking
• Authorized user management
• Key inventory and status tracking
• Lost/stolen key tracking
• Master key system management
• Access control:
• Integration with key management hardware
• Driver-to-vehicle authorization rules
• Temporary access permission management
• Access attempt logging and reporting
• Pin code/card reader support
• Audit trail for all key activities
• Key system administration:
• Configurable access rules based on driver qualifications
• Time-based access restrictions
• Emergency override protocols
• Key security level designation
• Integration with driver management module
• Automatic notifications for unauthorized access attempts
5. Driver and operator management
• Driver records:
• Comprehensive driver profiles
• License/certification tracking with expiration notifications
• MVR integration and violation tracking
• Medical card and qualification tracking
• Training records management
• Performance metrics and history
• Compliance management:
• Hours of service tracking and reporting
• Pre/post-trip inspection tracking
• Safety violation management
• Accident/incident tracking and analysis
• Configurable qualification requirements by vehicle type
• Automated compliance alerts
• Driver assignment:
• Vehicle-to-driver assignments and history
• Equipment qualification tracking
• Cost allocation by driver
• Driver scheduling and availability
• Mobile driver app integration
• Driver messaging and notification system
- System integration
• Integration with the city’s existing systems and third-party services, including:
○ ERP (for financial and asset data exchange)
○ GPS tracking system
○ Off-site fuel provider through a Microsoft office 365 data exchange
○ Electronic key control system
○ City’s identity provider for SSO and MFA
- Security and accessibility
• Implementation of:
○ Single sign-on (SSO)
○ Multi-factor authentication (MFA)
○ SSL 3.0 or higher for all data transmission
○ Mobile-friendly interface accessible on tablets and smartphones
- Data migration
• Migration of relevant historical data from the existing ERP and other sources, including 5 years of historical data in these main categories:
○ Asset records
○ Maintenance history
○ Fuel records
- Implementation services
• Project planning and coordination
• System configuration tailored to the city’s workflows
• User role setup and permissions
• Testing and quality assurance
• Go-live support
- Training and documentation
• Role-based user training for all identified user groups (administrators, technicians, supervisors, etc.)
• Training materials, quick-reference guides, and system manuals
• Knowledge transfer to internal system administrators
- Support and maintenance
• Post-implementation support for a defined period (minimum 12 months)
• Ongoing technical support options, including help desk access and escalation procedures
• Regular system updates and upgrades as part of the service agreement
- Reporting and dashboards
• Delivery of standard reports and dashboards aligned with key performance indicators
• Customizable reporting features to support internal and council-level reporting requirements.
- Questions/Inquires Deadline: May 23, 2025