2-RFI Questionnaire FMS SaaS.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- Fleet Management SaaS (FMS)
- Solicitation number
- 25-2-16100
- Issued by
- Madison County, Illinois
About this file
The file is a Request for Information (RFI) Questionnaire for Fleet Management Software (FMS) issued by the Agency for Community Transit (ACT) in Illinois, seeking a comprehensive SaaS-based fleet and facilities maintenance system. The RFI aims to gather vendor insights on detailed requirements across multiple functional categories including facilities maintenance, fleet maintenance, IT/hosting, training and transition, and project management. The document outlines specific capability requirements for each category, requesting vendors to demonstrate their system's capabilities through examples, screenshots, reports, and integration proofs.
The RFI focuses on a comprehensive system evaluation without soliciting pricing information, explicitly stating that submissions including cost details will be disregarded. Key system requirements include web-based work order and inspection support, integration capabilities with payroll and fuel systems, asset tracking, dashboards, budgeting modules, preventive maintenance scheduling, telematics integration, warranty tracking, parts inventory management, and robust reporting features. The system must support a minimum of 30 users, provide a sandbox environment, offer train-the-trainer programs, and include a data migration strategy for 20+ years of historical data. Additionally, the RFI specifies technical requirements such as SaaS-hosted environment, API integration capabilities, single sign-on, 24-hour support, and a minimum 3-year warranty and maintenance agreement.
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Other files
| File | Type | Posted |
|---|---|---|
| 1-RFI Request FMS SaaS.pdf |
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Text version
Sheet1
| Category | Capability Requirement | Meets / Does Not Meet / Potentially | Notes (Vendor Response) | Proof Required (Examples, Screenshots, References) |
| Facilities Maintenance | Web-based work orders and inspections support offline mode & sync | Provide example of work orders & offline sync process or client use case | ||
| Facilities Maintenance | Integration with ACT payroll/time clock (UKG Ready) | Provide details of existing UKG Ready integration | ||
| Facilities Maintenance | Asset tracking by facility (fixtures, plumbing, lighting, equipment) | Provide sample asset report with facility-level detail | ||
| Facilities Maintenance | Dashboards, notifications, and work order priority management | Provide redacted screenshot of dashboard | ||
| Facilities Maintenance | Budgeting modules for facilities | Provide example budget report | ||
| Facilities Maintenance | Capital budget investment planning | Provide example capital planning report | ||
| Fleet Maintenance | Preventive maintenance scheduling & forecasting (multi-tier PM intervals) | Provide PM forecasting report sample | ||
| Fleet Maintenance | Daily automated coming-due and/or overdue PM reporting and the ability to set the coming-due threshold. | Provide example daily overdue report | ||
| Fleet Maintenance | Integration with Fleetwatch fuel system (API-based, not manual import) | List current clients with live Fleetwatch integration | ||
| Fleet Maintenance | Potential integration with Geotab telematics | Provide current or planned Geotab integrations | ||
| Fleet Maintenance | Tire management including leased tire contracts | Provide example tire lease report | ||
| Fleet Maintenance | Warranty module for vehicles, facilities, and equipment | Provide sample warranty claim workflow | ||
| Fleet Maintenance | EV support (charging, battery health, cost-per-mile tracking) | Provide example EV client implementation | ||
| Fleet Maintenance | Subrogation/invoicing module for 3rd parties | Provide sample invoice | ||
| Fleet Maintenance | Parts inventory with barcoding, vendor mgmt, PO tracking | Provide redacted PO workflow sample | ||
| Fleet Maintenance | Unit/equipment detail tracking (serials, aftermarket parts, GL coding, status, assignments) | Provide example unit detail tracking report | ||
| Fleet Maintenance | GL coding for assets, locations, and business units | Provide sample GL-coded report | ||
| Fleet Maintenance | Timestamped and lockable job notes in work orders by user | Provide screenshot/example of job notes function | ||
| Fleet Maintenance | Customizable reporting without the need to have vendor interactions | Provide example of ad-hoc reporting interface | ||
| IT/Hosting | SaaS-hosted, vendor-managed environment | Describe uptime SLA and hosting model | ||
| IT/Hosting | API integration capabilities | List live client integrations with NetSuite or payroll systems | ||
| IT/Hosting | Single sign-on across modules and all modules to be available via a single access point. | Provide details of SSO supported protocols | ||
| IT/Hosting | 24-hour support for non-critical, 1-hour for critical failures | Provide SLA document and historical response times | ||
| IT/Hosting | Financial period closings with restricted re-opening | Provide example of financial period closing process | ||
| Training & Transition | Train-the-trainer program across shifts | Provide sample training plan | ||
| Training & Transition | Sandbox environment for staff training | Provide screenshot/example of sandbox | ||
| Training & Transition | Migration of 20+ years of Transman data (Current Active Fleet, inventory and users) | Describe data migration methodology and client example | ||
| Training & Transition | Training documentation, manuals, videos | Provide sample materials | ||
| Training & Transition | Minimum 30 users, barcode scanners/printers with spares | Confirm deliverables included | ||
| Training & Transition | Warranty coverage minimum 3 years (hardware/software) | Provide warranty documentation | ||
| Training & Transition | Ongoing support and maintenance agreement (3 years included) | Provide support agreement example | ||
| Project Management & Testing | Dedicated Project Manager & project plan | Provide example PM plan or timeline | ||
| Project Management & Testing | Integration & stress testing plan | Provide test plan outline | ||
| Project Management & Testing | System Acceptance Testing documented and approved | Provide SAT acceptance criteria example |
File details come from the government source that posted it. Updated .