Fleet Management Study Services

The Vendor is required to provide to conduct a fleet management study.
- The study will collect, review, and evaluate the City’s fleet usage, operations, and management practices to identify efficiencies and areas of improvement.
- This need has prompted the initiation of a Fleet Management Study. 
- The study will review and assess current practices with the objective to improve operational efficiency, enhance data accuracy, and support informed data driven decision-making.
- The City is currently using software systems to support basic fleet operations, including Pearl for fleet vehicle listings and basic maintenance work orders as well as Geotab for fleet telematics data.
- Fleet maintenance work order process including cost tracking, timesheets, equipment records, hourly garage charges, third party billing, and externally generated work orders are managed within Pearl.
- Fleet utilization varies across departments, with certain vehicles with high usage while others are underutilized. Currently, there is no centralized or integrated method for accessing, monitoring, and analyzing fleet utilization data.
- Fleet Utilization by Departments: The study will conduct a comprehensive analysis of current fleet inventory, fleet assignments versus utilization across different departments, identification of gaps in fleet utilization, equipment renting and pooling options and fleet optimization analysis.
- The analysis will look at the life cycle cost for the City’s fleets to determine the appropriate replacement cycles (age, kms, and hours). The study will provide recommendations on capital planning forecasts, fleet size optimization and replacement priority for procurement and tendering. The alternative fuel option is out of scope for this study.
- The ideal software will integrate and automate fleet maintenance and parts inventory management system, work order system, and digital maintenance tracking and it will comply with current municipal standards.
- The system must support single sign on (SSO) for any client applications, web applications and mobile applications, and provide account provisioning (e.g. SCIM) utilizing the City’s authentication systems (AD/MS Entra).
- The system must utilize modern technology and have well documented and accessible API’s for integration with other city systems.