Fleet Maintenance Management Software

The Vendor is required to provide for the provision of a comprehensive fleet maintenance software (FMS) solution.
- This would include our bus wash and above-ground fuel tank inspection.
- The system will have the ability for authorized personnel to easily create, assign, track, and manage work orders. 
- Customizable work order templates with fields for vehicle information, problem description, technician assignment, priority, status, and resolution details.
- Ability to attach documents, images, and notes to work orders. 
- Workflow management for work order approval processes.
- System should be able to run on a standard PC with an operating system currently supported by its manufacturer, without the need to install any software or plug-ins.
- System will support concurrent logins with no degradation of performance.
- The system must allow for a system administrator role to manage user permissions based on user roles (Admin, Fleet Manager, Technician, Parts Specialist, Driver, etc.).
- The system includes comprehensive tracking of all vehicles, including detailed information such as VIN, year, make, model, acquisition date, mileage, fuel type, and assigned location.
- Ability to account for alternative fuels and corresponding data & analytics required to manage hydrogen or battery electric vehicles.
- The system must provide the ability to create and use inspection checklists.
- Ability to record location, nature of the issue, responding technician(s) and resolution.
- The system will provide automated scheduling of PM tasks based on mileage, time intervals, or other customizable triggers.
- The mobile app will be designed for mechanics to complete work orders, add parts, add work tasks, etc.
- The system must provide validation for relevant data fields (date, dropdown lists, etc.).
- The system must have the ability to create accident damage repair estimated by entering tasks, parts and labor required to repair damage with reporting of line-item damage estimate to share with 3rd parties, insurance company, etc. Include accident damage photos in record and reporting.
- The system must support bar code functionality for parts and supplies inventory. Including parts received and inclusion on work orders when consumed.
- Ability to integrate with future fueling systems to automatically record fuel consumption data for each vehicle.
- The system must allow for manual entry of odometer readings, fuel transactions, and fluid top-offs outside of integration. 
- Ability to make fuel corrections and review exceptions.
- The system must allow for automated generation and delivery of service notifications (e.g., email, SMS) to relevant personnel regarding work order status updates, PM reminders, vehicle availability, and other critical information.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: November 12, 2025