Fleet Management Software

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