Vehicle Fleet Management Software Solution

The Vendor is required to provide vehicle fleet management software solution for include:
• Provide full audit trail for all key and asset transactions (checkout, return, user activity) with timestamped reporting.
• Support standard, custom, security, and payroll/timekeeping reports, with scheduled email delivery and export to external and network locations.
• Enable real-time alerts and alarms for unauthorized activity, including email/text notifications, visual/audible/silent alarms, and duress alert capability.
• Include integrated video surveillance tied to key transactions (checkout/return), capturing and storing activity footage.
• Provide secure user authentication and access control, including:
• Integration with enterprise identity providers, including Microsoft azure active directory (azure ad) and entra id and on-premises active directory, supporting single sign-on (SSO) and federated authentication (e.g., SAML)
• Configurable password policies (complexity, expiration, lockout after failed attempts)
• Ability to change passwords on demand
• Dual authentication and login capability
• Magnetic stripe login integration
• Duress pin login with silent alarm activation
• Role-based access profiles (shift-based and multi-level permissions)
• Certification-based access restrictions
• Provide web-based and remote system access, allowing centralized management of one or multiple systems from a single location.
• Support intuitive user interface and workflow tools, including:
• Touchscreen-enabled key checkout/return
• Searchable key and asset management
• Visual indicators for key and locker location during transactions
• Include reservation and scheduling functionality, allowing users to:
• Reserve keys and shared assets (vehicles, rooms, facilities)
• Configure alerts to ensure timely return of reserved items
• Manage reservations remotely via web interface
• Support shared and common area access control and tracking, including:
• Management of keys for facilities (parking, pools, meeting rooms, gates, etc.)
• Monitoring and reporting of overdue or unreturned keys
• Tracking daily usage of shared assets
• Provide integrated time and attendance functionality, including:
• Employee time tracking and payroll-ready reporting
• Biometric login to prevent buddy punching
• Automated reduction of manual timesheets
• Include system backup and recovery, including:
• Automated scheduled backups
• Local and network and offsite storage options
• Full system restore capability after failure or outage
- Vehicle identification number (VIN) scanning and maintenance tracking system
1. VIN capture and vehicle identification
• Mobile device VIN scanning using camera technology.
• Barcode and QR code support where available.
• Automatic VIN decoding to retrieve:
• Make
• Model
• Year
• Engine information
• Vehicle specifications
2. Vehicle database management
• Centralized vehicle records.
• Vehicle profile creation upon VIN scan.
• Storage of:
• Registration information
• Odometer readings
• Service history
• Warranty information
• Asset assignments
3. Maintenance tracking
• Preventive maintenance scheduling.
• Mileage-based service reminders.
• Time-based service reminders.
• Work order management.
• Maintenance history tracking.
• Parts replacement records.
• Labor and repair cost tracking.
4. Reporting and dashboard
• Fleet maintenance status dashboard.
• Upcoming service alerts.
• Vehicle utilization reports.
• Maintenance cost analysis.
• Exportable reports (pdf, excel, csv).
5. Notifications
• Email alerts.
• SMS notifications (optional).
• In-app maintenance reminders.
6. User access and security
• Role-based user permissions.
• Secure cloud-hosted database.
• Audit trail for maintenance activities.