Henderson seeks a cloud-based SaaS Fleet Asset Management solution with a preference for a 5-year contract. The objective of this solicitation is to select a vendor that can provide a reliable, scalable, and user-friendly fleet management system that meets the city's current and future needs.

Core functional elements of the desired fleet asset management system include vehicle tracking, maintenance scheduling, parts inventory management, expense tracking, real-time data analytics, automated notifications, and compliance management. Stakeholders envision all of these features bundled into a user-friendly web-hosted solution with robust mobile support for technicians away from their desks.

Beyond the basics of these systems, Henderson stakeholders will pay particular attention to the following features:

System Administration - The system must support managing user accounts/permissions, and have a setting for temporary access for outside users (3rd party technicians may occasionally need access for specific tasks). Regarding financial analysis - administrators require both monthly and annual end-of-period postings, tracking of fuel costs, and managing purchase orders.

Customer Service - Fleet Maintenance supports a broad array of City vehicles, and will need this system to provide an efficient customer-facing work intake feature. Stakeholders envision a portal through which users can electronically submit a request for service on a vehicle or piece of equipment. Once submitted, Fleet Maintenance will receive an alert, and the user should have the ability to view an appointment calendar and schedule a maintenance appointment. The resulting ticket should contain the metadata, anticipated repair schedule, and any information associated with that municipal vehicle number.

Robust Reporting - Key capabilities include automated scheduling and distribution of a variety of metrics, including inventory, emissions testing, vehicle usage, fuel consumption, and fleet assets. The ideal system will have many pre-made reporting options, but also allow administrators to build custom reports. The system must support various annual, monthly, and ad hoc reports such as technician efficiency, motor pool miles driven, vendor repairs, and purchase histories, all of which should be exportable and printable for both internal and external use.

Agile Dashboards - The system should allow users to design custom views by job role or title - including custom KPIs, update KPI data in near real-time (or at least daily), and generate various KPIs such as work orders, daily workload, performance measures, fuel inventory, technician productivity, employee overtime, active work orders by technician, and a list of logged-in/active technicians.

The Vendor Response section will outline the full project needs, but the above features will be key points of stakeholder review. The project team looks forward to reviewing your submission as they evaluate systems to ensure comprehensive oversight of Henderson's vehicle fleet and associated assets.

Procurement Portal

Fleet Asset Management Solution

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