Fleet Maintenance and Management Software System

The Vendor is required to provide to replace the city’s current fleet maintenance/management software system for the department.
- Technology Standards
- The new fleet management system software will be compatible with these standards:
• System Software: Windows 10/11
• Servers: Microsoft Server 2019/2022; Microsoft SQL 2012 R2; Virtualized Environment
• Network Protocol: TCP/IP
- System include:
• The current system is fully functional. We are interested in seeing new features and items that may have been introduced since we started with our current system.
• An effort to go paperless and reduce redundant data entry
• Improve vehicle and equipment life-cycle analysis and replacement forecasting
• Assist the garage in scheduling preventative maintenance
• Facilitate inventory control
• Adopt newer technology
• Have ability to import current data and history from current fleet management software provider.
• Be able to train employees to use software
• Be able to import Fuel/Charging data and current mileage from Fuel Master and IN Charge at multiple locations.
• Be able to import parts from MANCON software, potentially multiple sites.
- User Functionality Requirements
• Asset Number
• Asset Type
• VIN
• Model year
• Make
• Model
• Description
• Color
• Vehicle Weight
• Fuel Type
• License Plate Number
• Fuel Card Number
• Department (i.e. Police, Public Utilities, Fire Department)
• Budget code
• Purchase Price
• Purchase Date
• In Service Date
• Out of Service Date
• Current Mileage
• Record status
• PO number
• Invoice Number
• Life expectancy (years and Miles)
• Asset history
• Maintenance
• Repair cost
• Selection for active or inactive assets
• Notes section for supervisors to add information
• Attachments section for photos of assets or damages
• Create, modify and delete job conditions. (I.e. Drive-in repairs, scheduled repairs, outside
• repairs, etc.)
• Create, modify and delete job groups (i.e. Preventative Maintenance, Cooling System, etc.)
• Create, modify and delete tasks. (I.e. PMA multipoint inspection, PMB change fuel filters, Replace
Water Pump, etc.)
• Create, modify and delete vendors
• Create, modify and delete departments
• Create, modify and delete asset locations
• Create, modify and delete budget codes
• Include a provision to correct mileage if entered wrong on previous workorder or entered incorrectly in Fuel Master
• Create, modify and delete employees.
• Multiple levels of employees
○ Supervisors-all access
○ Technicians- limit access to only create workorders from certain job conditions, view and search assets and history, view and search workorders and history, access to inventory
○ Admin- limit access to only view workorders from their department, view and search for assets and history, view and search workorders and history.
• Track monthly and annual labor, workorders, and tasks per employee
• Change employee charge rate per hour
• Create, modify, complete and delete work orders
• Select asset, job group, appropriate tasks, and job condition to create workorder
• Mileage required to be entered on every work order
• Charge contractor costs from outside vendors to workorders and search vendors by Name
• Charge labor times and costs from employees to workorders.
• Notes section for employees to add information
• Potential to have multiple tasks on a single workorder
• Potential to attach photos of asset for damages or photo documentation
• Create modify and delete budget codes
• Create Preventative Maintenance schedules and run reports of past due assets
• Run monthly billing reports for:
○ Departments
○ Asset locations
○ Budget codes
• Run monthly cost reports for vendors
• Run history and cost reports for each asset
• Run history and cost reports for each work order (date range)
• Run history and cost reports for each task (date range)
• Run history and cost reports for job group (date range)
• Run history and cost reports for job condition (date range)
• Run an asset life expectancy report
• Run Maintenance cost Detail and Summary Reports by Fleet, Department, and by Asset
• Search for assets by:
○ Description
○ Year
○ Make
○ Model
○ Department
○ Asset location
○ Partial serial number
○ License plate number
○ Transponder number
○ Spare key number
○ Fuel card number
○ Active/ inactive asset
○ PO Number
○ Class
• Search workorders by:
○ Asset number
○ Work order number
○ Date created (range)
○ Employee
○ Task
○ Job Group
○ Job Condition
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 3, 2025