The vendor required to provide fleet management software to modernize and streamline fleet operations through centralized, data-driven digital platforms.
- This solution will replace manual or disconnected processes with an integrated system that provides real-time visibility into vehicle status, asset utilization, maintenance activities, and operational costs.
- Through this implementation, fleet service seeks to improve operational efficiencies, reduce downtime, and support data-driven decision making.
- Fleet maintenance:
• Create work orders: the system shall allow authorized users to create, update, and close work orders.
• Electronic part request by technicians: technicians must be able to electronically request parts directly from their work station.
• Management of billable and non-billable labor hours: the system must distinguish between billable and non-billable labor hours.
• Recall campaign tracking: the software must support OEM or internal recall campaigns, allowing the user to flag affected assets, schedule necessary repairs, and report on completion rates.
• Preventive maintenance scheduling calendar: a calendar view shall allow users to schedule and manage upcoming preventative maintenance (PM) services based on time intervals, mileage or engine hours.
• Automated notifications and alerts shall be configurable.
• Real-time visibility of work in progress: work order status must be updated in real-time and visible on centralized dashboards or technician queue, showing job status (e.g., Assigned, in progress, on hold, etc.)
• Technician and customer service notes: technician and customer service advisors must be able to enter detailed notes on work performed or customer communications.
• Job standard creation: users must be able to set labor times for common repair tasks (e.g., Brake job, oil change, etc.) To benchmark technician performance and support labor cost estimates.
• Ability to create vehicle maintenance reporting standards (VRMS) codes:
• Preventative maintenance (PM) checklist by vehicle classification: the system shall support the creation and management of preventive maintenance (PM) checklists tailored to different vehicle classifications (e.g., light-duty, heavy-duty, specialized equipment).
- Asset management:
• Vin decoder: automatically decode vehicle identification numbers (VINS) to extract key vehicle attributes (make, model, year, engine type, etc.), reducing manual data entry and increasing data accuracy.
• Meter reading import: support automated and manual import of meter readings (e.g., odometer, engine hours) from telematics, spreadsheets, or other external sources to facilitate maintenance scheduling and utilization tracking.
• Asset lifecycle: track each asset throughout its full lifecycle, including key stages such as commissioning, active service, decommissioning, and retirement.
• Warranty tracking: monitor warranty coverage by asset and component, including start or end dates, mileage and hour limits, and warranty provider information.
• Alert users before performing repairs that may be covered under warranty.
• Tire tracking: track tire installations, removals, rotations, and replacements across each vehicle, including tire serial numbers, brands, positions, and tread depth measurements.
• Parent and child asset tracking: support hierarchical asset relationships (e.g., trailers attached to trucks, auxiliary equipment on vehicles) to allow for unified maintenance and utilization tracking.
• Vehicle registration, emission, and inspection tracking: enable tracking of vehicle registration status, emission certifications, and inspection schedules.
• Include alerts for upcoming expirations and documentation upload.
• Asset template: allow the creation of asset templates to streamline data entry for similar asset types, ensuring consistency in fields, classifications, and configurations.
• Multiple meter tracking: support multiple meters per asset (e.g., odometer and engine hours), with independent tracking and maintenance triggers for each.
• Maintenance, repair, and fuel history: maintain a comprehensive history of all maintenance, repair, and fuel events associated with each asset for audit, analysis, and regulatory compliance.
• Customer contact information: store and manage customer and department contact details associated with each asset to support service coordination.
• Capital asset tracking: track capital asset classification and financial data, such as depreciation schedules, acquisition costs, and asset valuation for accounting and auditing purposes.
- Reporting:
• Dashboards: configurable, real-time dashboards to display applicable key metrics and operational insights, including fleet status, open work orders, and compliance alerts if applicable.
• Ad hoc reporting: users shall be able to create custom reports on demand using filters, groupings, and data fields relevant to their roles.
• KPI: to include but limited to: fleet availability, 24-hour turnaround, vehicle utilization, total cost of ownership, maintenance costs, cost per mile, fuel efficiency, preventative maintenance compliance.
- Parts inventory management:
• Barcode integration and support: enable barcode scanning and printing to streamline part identification, issuing, receiving, and inventory counts using handheld or wireless scanners.
• Full lifecycle tracking of parts:
o Ordering: generate and manage orders with vendors.
o Receiving: log received parts into inventory with quantity, price, and lot details.
o Issuing: issue parts to work orders or assets, while reducing inventory accordingly.
o Returning: allow for the return of unused or defective parts to inventory or vendors.
o Transferring: track transfers between inventory locations or facilities.
• Physical inventory tracking:
o Enables real-time tracking of all parts, supplies, and consumables
o The system maintains accurate counts by recording all receipts, issues, returns, and adjustments, reducing manual errors and discrepancies.
o Physical inventory audits can be conducted periodically or continuously (cycle counting), with reconciliation tools to compare system quantities against physical counts.
• Stock reordering analysis and management:
o Provides forecasting and analysis of stock levels based on historical usage, lead times, and seasonal trends.
o The system automatically calculates minimum and maximum stock levels and generates reorder alerts or purchase suggestions when inventory falls below threshold levels.
• FIFO and average cost: support multiple costing methods, including first-in, first-out (FIFO) and average cost, for accurate valuation of parts inventory.
• Reorder list by vendor: automatically groups reorder suggestions and pending restock needs by preferred or assigned vendor.
- Fuel management:
• Track fuel data and cost for various fuel types: capture and record fuel transactions for multiple fuel types.
• Review and edit fuel exceptions prior to posting transaction to vehicle.
• Manage inventory levels: track on-site fuel tank levels, deliveries, and usage in real time.
• Download fuel card transactions: import fuel transactions from fuel management system.
- Customer service portal:
• Customers have the ability to request and schedule maintenance and repairs, and view repair history.
• Provide automatic pick-up notifications to customers.
• Generate automatic email notifications for upcoming PM’s, emission testing, etc.
- Pre-Submittal Conference (Non-Mandatory) Date: January 28, 2026
- Questions/Inquires Deadline: February 4, 2026
