Fleet Management Software System

The vendor is required to provide for a comprehensive fleet management software solution that supports vehicle maintenance, operations, and reporting to improve efficiency, compliance, and decision-making for city.
1. Core functional requirements
a. Fleet data
• Vehicle and asset specification data
o Solution will create a record for each asset, logging characteristics of each asset (vin, make and model, color, fuel type, etc.), and assign each asset to a specific department or customer.
• Driver information and tracking
o Store licensing, certification, incident history, and assigning drivers to specific vehicles.
b. Repair and maintenance
• Work order management
o Create, assign, and track repair and maintenance work orders with associated parts and labor for each fleet asset. 
o Ability to manage maintenance on multiple components of a vehicle (i.e., sweeper truck engine vs. pony motor).
o The city’s fleet management division provides services for outside agencies.
o The system should be capable of managing work orders for outside agencies.
• Scheduling service
o Schedule maintenance based on mileage, time, or other customizable triggers.
o Schedule “repairs to-do” on a vehicle that may not be time critical but must be done the next time the vehicle is serviced. notify customers automatically upon work completion.
• Electronic service request form
o Submit and track service requests electronically with automated routing and notifications. 
o Should be capable of the customers uploading photos or videos to aid in problem diagnostics.
• Repairs and risk tracking
o Log and categorize vehicle repair history for each unit. 
o Track repairs that are associated with accidents separately.
• Warranty management
o Monitor and flag repairs that fall under warranty for cost recovery.
• Preventive maintenance tracking
o Set up and manage recurring maintenance tasks.
• Motor pool
o On-line reservation
o Check out and check in.
o Ability to modify an existing reservation
o Ability to secure vehicle and keys 24/7
o Key kiosk for motor pool
c. Billing
• Billing functionality
o The ability to bill internal and external customers for service. 
o The ability to mark-up parts and labor for internal vs. external customers.
d. Parts and fuel management
• Parts inventory management
o The ability to maintain a current parts inventory, tracking parts moving in and out of the system.
o A parts inventory is completed monthly by fleet personnel.
• Fuel system
o Fuel management system within the software
o Fuel RFID controller and pedestal for 6 hoses 3 pumps.
o Automatic mileage update
e. Vehicle inspections
• The ability for vehicle technicians to perform vehicle inspections and identify needed repairs.
• Pre-trip and supervision inspection
o Digital inspection checklists for drivers and supervisors, capable of uploading photos from pre-trip inspections.
f. State inspections
• State inspections and emissions compliance
o Ensure readiness and tracking for state and federal regulatory inspections.
2. Reporting and analytics
• Customizable reporting tools
o Reports on maintenance, repairs, labor, inventory, inspections, driver performance, etc.
• Technician hourly reporting
o track time spent per task, work order, or asset by mechanic. manage mechanic availability (PTO, holidays, etc.)
• Parts inventory reports
o Report on parts usage, stock levels, and reorder points.
• Group system codes
o Organize assets or tasks using customizable codes or groupings for reporting purposes.
• Fuel mileage reporting
o Advanced fuel use tracking and efficiency analysis.
• Fleet health analysis and scoring
o Assess vehicle performance and maintenance trends using automated scoring systems.
• Fleet health prediction tools
o Predict upcoming repairs or replacements based on usage and history.
• Vehicle replacement planning tools
o Guide strategic replacement decisions using cost, performance, and age metrics.
o Ability to develop vehicle replacement plans either by department, city-wide, multiple departments, vehicle classification or some other criteria.
• Department customer dashboard
o Ability for department managers over specific users of the fleet to access specific fleet data.
3. Fuel and fluid management
• Fuel system connectivity
o Integration with fuel cards, pumps, or external fuel systems.
• Fluid tracking
o Record fluid usage (oil, coolant, etc.) by asset and service.
4. Visual and media tools
• Picture uploads
o Attach images to work orders, inspections, or service history.
5. Technical elements
• Cloud-hosted or on-premises hosting
• Role-based and department-level access controls
o Read-only vs. full or limited access by role
o Department-limited data views for dashboards
• Mobile-friendly interface or native apps
• API integrations with existing systems (fuel providers, HR and payroll, GPS or telematics, etc.) proposals to replace existing systems may also be evaluated by the city.
o Existing systems include:
▪ Fuel
1. Fuel master (on-site fueling)
2. Fuel man (off-site state fuel system)
▪ HR and payroll
1. City suite
2. Paylocity
▪ GPS-telematics
1. focus by Telus (public works telematics and routing)
2. AT&T (police and fire telematics)
3. Netradyne driver-i (driver video)
• Secure data storage, encryption, and regular backups
o PCI compliance
o Proposers should describe their data security and incident response protocols.
• Data migration support from legacy systems – CFA
6. Cost structure
• Proposers should define pricing structure, differentiating implementation, migration and training costs from ongoing annual costs, including tech support and licensing structure.