Fleet Motor Pool Electronic Key and Asset Control System

The Vendor is required to provide for a fleet motor pool electronic key and asset control system for managing vehicle keys, fleet operations cards, and associated fleet assets.
- The system must be a current production model and include all required hardware, API interface, licensing, and services necessary for implementation and operation at the time of delivery.
- The solution must support an API interface as specified in the software
- The system will be used to manage fleet motor pool operations, including key reservations, key control, and access to fleet vehicles and related assets for State operations.
- The solution must support secure key storage, secure storage of fleet operations credit cards, user authentication, key reservation scheduling, transaction and usage logging, reporting, and administrative controls.
- The system must be scalable to support current and future fleet growth and be compatible with standard motor pool and fleet management practices.
- All system components (hardware and software) must be the latest model and version available at the time of delivery and include all current updates and engineering changes.
- Software specifications:
•    Web-Based Administration. Easily manage your key inventory, users and permissions, monitor system activity in real time, run detailed reports.
•    Data Exchange and Control. API that will enable functions such as managing user access, controlling key permissions, retrieving audit trail data, and potentially interacting with the key checkout and return processes programmatically.
•    Integration with Existing Systems. An API that allows connection from the key management system with other platforms and software, such as dealership management systems (DMS), enterprise resource planning (ERP) systems, or other custom applications.
•    An API must have following capabilities
o    Create User, Update User, Delete User.
o    Change PIN of a user.
o    Associate Key FOB with a vehicle. Create, Update and delete functions.
o    Name or Tag a key FOB/Vehicle association with Year Make and Model for easy identification of a vehicle.
o    Create a reservation for the key and assign a PIN to retrieve a key from the box.
o    Get the list of keys along with their location in the box.
o    All create/update and delete API calls must update the box immediately.
•    Customized Reporting. Run detailed reports on inventory visibility and staff accountability
•    Email SMS/Alerts. Receive email/text alerts of important activity
•    Database – SQL Express 2008,2012,2014 & 2016 or newer
•    Supported Platforms – Windows IoT Enterprise LTSC 21H2 operating system,
•    Windows 10 or similar. Windows Server 2019 or newer.
•    Control access. Define who can access each asset, when, how many, and for how long
•    Electronic verification of every key transaction
•    Monitor activity in real time, view a complete transaction history, any additional data the system tracks.
•    Mobile App. Quickly search inventory and view current asset status. See who currently has a key and contact them directly. Transfer ownership of keys in the field with verified auditing. Reserve assets at a specific date and time. View an interactive map to see asset or vehicle location. Scan Smart Tags attached to assets to identify unlabeled keys and view asset information.

- Questions/Inquires Deadline: February 12, 2026