Fleet Management System

The Vendor is required to provide an internally developed fleet management system built in 1998 to track, manage, and report on fleet assets.
- The existing system cannot meet the City’s evolving operational and technology needs. Requirements-gathering workshops identified numerous gaps in agency, including enhanced work order automation, customer notifications, electronic technician scheduling, live downtime tracking, customer-facing dashboards, lifecycle analysis, and telematics enabled insights (e.g., Geotab data).
- A modern Fleet Management System will enable the City to:
•    Centralize fleet operations, maintenance, and asset information.
•    Provide real-time data access across departments to improve decisions and efficiency.
•    Strengthen capital planning through accurate utilization, condition, and lifecycle data.
•    Reduce risk by retiring an unsupported system critical to legislative compliance (i.e. Highway Traffic Act) and financial processes.
•    Leverage benchmarking, analytics, and predictive maintenance capabilities.
- Goals
•    Maintain compliance with the Highway Traffic Act by supporting reliable preventative maintenance and safety inspections.
•    Modernize fleet operations through automated workflows, real time data access, and enhanced reporting.
•    Improve asset management, utilization tracking, and long-term capital planning.
•    Enhance internal communication and service transparency through dashboards and status updates.
•    Mitigate risk by retiring an unsupported legacy system.
- Transition and migrate data from the City’s current Fleet Management system (FLINT) to the proposed solution by the agreed go live date including:
o Assets
o Users
o Maintenance records (for past 12 months or from last annual inspection)
o Existing outstanding jobs (Work Orders)
- Provide training materials so the City is self-sufficient with future deployments;
- Provide training to designated City Representatives (System Administrators, System Specialist, Fleet Management Staff, Fleet Clerk, Fleet Coordinator, Fleet Users) on configuration, operation, report generation, support and basic maintenance;
- Provide a testing strategy to ensure the solution operates as required.