1-RFI Request FMS SaaS.pdf

Agency for Community Transit (ACT)

Fleet Maintenance SaaS - Request for Information (RFI)

Project: 25-2-16100

Date: October 8, 2025

Agency for Community Transit 1 Transit Way

Pontoon Beach, IL 62040

1. Purpose The Agency for Community Transit (ACT) seeks to procure a modern, SaaS-based fleet and facilities maintenance system. The purpose of this Request for Information (RFI) is to obtain information and recommendations from the vendor community on draft requirements for a comprehensive Fleet Maintenance SaaS system.

Important Notice: Vendors must not provide any pricing, subscription, or cost information in their response. Submissions that include pricing will be disregarded.

2. Project Background ACT currently uses Transman (TMT), a legacy fleet management system purchased in 2003 with one upgrade in 2011. The system is outdated, lacks facilities maintenance functionality, requires manual workarounds, and burdens staff with SQL-based reporting. Staff re-key data, limiting reporting accuracy and decision-making.

ACT has identified the need for one integrated system covering both fleet and facilities maintenance. The system must reduce manual processes, streamline workflows, support preventive maintenance forecasting, enable asset life cycle planning, and integrate with fuel management, telematics, payroll, and financial systems.

3. Current Environment

• Current system: Transman (TMT) with SQL reporting requirements

• Data: 20+ years of historical fleet and limited facilities data

• Users: ~30 active users across multiple shifts (mechanics, supervisors, facilities, management)

• Assets: 200+

• Integrations:

- Fleetwatch FMS (fuel management – manual imports)

- Potential Geotab telematics

- Payroll/Timekeeping: UKG Ready

- Financials/AP: NetSuite

• Devices: Windows desktops, Android/iOS tablets and smartphones

• Authentication: Industry-standard Single Sign-On (SSO)

• Hosting: SaaS/cloud preferred, vendor-managed

• Pain points: no facilities module, limited preventive maintenance, poor reporting, manual work orders, limited warranty support

4. Project Goals and Objectives

• Implement a unified system for fleet and facilities maintenance

• Improve data accessibility and reporting without reliance on SQL

• Streamline workflows and reduce manual re-keying

• Support preventive maintenance forecasting with automated overdue reporting

• Enhance asset tracking, warranty management, EV readiness, and capital planning

• Provide SaaS hosting with robust API integrations

• Enable user-friendly reporting and dashboards

• Deliver strong training, sandbox, and data migration support

5. Administrative Requirements

• Responses due: November 7, 2025

• Submit electronically via Bonfire Procurement Portal

• Only electronic submissions will be accepted

• Vendors must not provide any pricing information – any responses that contain any pricing information will be discarded.

• Responses may be subject to disclosure under Illinois Freedom of Information Act (FOIA)

6. Contact Information Joseph Mangi Procurement Project Manager Email: MCTbid@mct.org Phone: 618-797-4600

7. Disclaimers This RFI does not constitute a request for proposal, request for quote, or an invitation for bid, nor does it bind ACT in any manner. The issuance of this RFI and your preparation and submission of information do not commit ACT to any contractual relationship, directly or indirectly.

8. No Obligation The information gained through this RFI may inform a later Fleet Maintenance SaaS Request for Proposal (RFP).

The release of this RFI, however, in no way obligates ACT to such course of action. If, in its sole discretion, ACT decides to undertake a future procurement, a competitive process will be used to select a vendor.

9. Cost of Preparation Interested parties will not be reimbursed for any costs associated with their responses. All costs associated with the preparation and submission of a response to this RFI will be borne by the respondent.

10. Response Property of ACT All materials submitted in response to this RFI become the property of ACT. ACT has the right to use any of the ideas presented in any such materials.

11. RFI Questions Vendors must upload and submit their responses online via Bonfire. This project can be viewed at: Madison County Transit / Agency for Community Transit - Fleet Management SaaS (FMS).

Vendors must acknowledge that they have read the RFI Request Document. Vendors must provide their responses using the spreadsheet provided titled RFI Questionnaire FMS SaaS. If you wish to send any other information, you can submit multiple files, in multiple file types, under the RFI Questionnaire in the submission section.

1. Describe how your platform supports field work orders and inspections, including offline functionality and data synchronization.

2. Explain how your system integrates with UKG Ready for payroll/time clock data.

3. Describe your facility module capabilities.

4. How does your system support dashboards, notifications, and priority-based work order management?

5. Describe your budgeting modules for facilities and assets.

6. Describe your capital budget investment planning capabilities, including how the system supports long-term equipment and facility planning.

7. Explain how preventive maintenance scheduling and forecasting are handled, including multi-tier PM intervals, dependent and independent services.

8. Describe how daily automated preventive maintenance reporting is generated.

9. Explain how your system integrates with Fleetwatch fuel management (API-based).

10. Provide your approach for potential integration with Geotab telematics.

11. Describe how your system supports tool & inventory tracking

12. Describe your tire management capabilities, including support for leased tire contracts.

13. Explain how warranties are tracked across vehicles, facilities, and equipment.

14. How does your system support electric vehicle operations, including charging, battery health, and cost-per-mile tracking?

15. Describe invoicing and subrogation support for third-party billing.

https://mct-act.bonfirehub.com/opportunities/196240

16. Explain your parts inventory management capabilities, including barcoding, vendor management, and purchase order tracking.

17. Describe your unit/equipment detail tracking, including ability to record and report on serial numbers, aftermarket parts, warranty data, business unit assignment, GL coding, and status.

18. Explain how your system manages GL coding for assets, locations, and business units, including how this data can be reported.

19. Describe how your system supports timestamped and lockable job notes within repair orders.

20. How can Agency staff build custom reports without custom database coding and/or vendor assistance?

21. Explain your SaaS hosting model, including vendor-managed environment and disaster recovery.

22. Describe your API integration capabilities with third-party and enterprise systems.

23. Describe how your system manages Single Sign-On (SSO) across modules.

24. What service level agreements (SLAs) do you provide, including 24-hour support for non-critical issues and 1-hour response for critical failures?

25. Explain how your system handles financial period closings, including controls on reopening periods restricted to designated leadership.

26. Explain your training approach, including a train-the-trainer program across shifts.

27. Describe how your system supports sandbox environments for staff training.

28. Explain your approach to migrating active assets, inventory and users of Transman data.

29. Describe the training deliverables you provide, including documentation, manuals, and videos.

30. Confirm your solution includes a minimum of 30 users, barcode scanners, barcode printers, and spares as part of the system deliverables.

31. Describe the warranty coverage provided for hardware and software, confirming a minimum of three (3) years included in the system price.

32. Explain your ongoing system support and maintenance agreement, including coverage for the first three (3) years, replacement of failed components, and upgrade provisions.

33. Explain your project management approach, including assignment of a dedicated project manager and delivery of a project plan.

34. Describe your integration and stress testing plan, including methods for validating peak volumes and system performance.

35. Explain your system acceptance testing process, including documentation and final approval procedures.

12. Next Steps RFI responses are due to be submitted via Bonfire by November 7, 2025 at 12:00PM CST. ACT will review all RFI responses to refine the upcoming RFP, which is targeted for release early 2026.