Fleet Management Information System

The Vendor is required to provide support, analysis and consulting for our customers is crucial to our business outcomes. 
- Fleet relies on data management and workflows within the fleet management software (FMIS) to increase efficiency, transparency and quality, informing the business decisions made between Fleet and its customers.
- Fleet operates a call center (VSC) that interacts with third party shops for maintenance and repair. 
- This call center processes 40,000 calls and 18,000 work orders annually. 
- The VSC operates at normal service levels 10 hours per working day and has 24/7 on-call emergency support. 
- VSC staff use the FMIS for work order/purchase order creation, vehicle downtime management, customer billing, vendor cost estimates and final invoice tracking and approval.
- The FMIS currently interfaces with the state’s financial system, CGI Advantage Financial 4.X, for billing.
- Web-based application; ideally mobile friendly
- Raw tables must be able to be accessed by the current integrations and fleet operations must be able to query off of the raw tables for ad-hoc reporting. 
- Data must sync to tables and PowerBI connections at least daily. 
- Interfacing with or table load from county and alldata to enhance VSC functionality
- Interfacing with vincentric, nada and/or county blue book to enhance vehicle lifecycle planning, buying and surplusing processes. 
- ability to add users with least privilege role-based rights, including the ability to choose which fields the users can see and which fields they can update.
- Internal ability to write and conduct data validation scripts. 
- Ideally, custom scripting is low-code/no-code rule-based workflows. 
- Unlimited data capacities. 
- While fleet acknowledges the financial implications of data storage, the system must accommodate unbounded data growth and entry volumes. 
- This necessitates a highly scalable architecture that can adapt to future needs without artificial capacity limitations.
- Ability to define retention schedules for all data sets.
- Ability to archive or delete data after it has reached its retention schedule. 
- Ideally, this action will be automated according to defined retention rules. 
- Ability to batch load small and very large data sets of information into the FMIS.
- Single sign-on which will need to be entraid, ForgeRock cloud, SAML 2.0 compatible.
- Regular release for updates/upgrades with patches and updated software. 
- Options for silent upgrades should be offered. 
- FMIS updates must include updated system technical literature. 
- Separate and distinct development, QA and production environments all meeting the system technical requirements in this section. 
- Ability to provide an ssae18 SOC 2 type 2 report yearly.
- GDPR compliance
- State data privacy act compliance
- State security review compliance
- Data must be protected both while in transit and at rest. 
- Implementation efforts, ongoing support and data hosting must be country based. 
- Fleet prefers to host on the state’s AWS or GCP environments. 
- The state must retain both full access and ownership of all its raw data and associated tables.
- Fleet must have telephone and online based support, knowledge bases and remote troubleshooting from the FMIS provider at a minimum from 7:00 AM - 7:00 PM Mountain Monday - Friday. Ideally, the 
- FMIS provider will have on-call extended hours and weekend support. 
- Service tickets reported via email or support portal (not including live chat) must have initial action taken to resolve within one business day.  
- Phone calls and live chat should be worked with additional urgency.
- Provide and be willing to negotiate SLAs for support response time, system bandwidth/application lag, report generation speed, data synchronization rates and FMIS up-time.
- Provide a dedicated relationship manager who has decision making authority for our account and can be an escalation point who is able to generate results for unresolved issues.
- Provide either onsite installation, setup or maintenance or must certify Fleet staff to install, set up and maintain hardware. With certified staff, Vendor must have a direct line for troubleshooting available 7:00 AM - 7:00 PM Mountain Time 7 days per week.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: July 10, 2025