Attachment 1 - Fleet Management Additional Information.docx

Attachment 1 – Fleet Management Additional Information - 36C77621Q0036 002

The following additional information concerning the fleet date upload is provided to prospective bidders:

· The contractor will be provided with inventory sheets containing all of the data that will need to be loaded into FMVRS (see Attachment 2 – FMVRS Screenshots). This data must be manually input.

The contractor will need to:

· Check if there are vehicles in the inventory report that are not in the FMVRS database.

· Confirm with the various fleet managers if the vehicles are still active and add the vehicles individually, completing all fields.

· Updating a vehicle in FMVRS may take approximately 3-5 minutes if all goes smoothly reviewing the FMVRS details for each vehicle for each field and correcting as needed. FMVRS cannot be updated in bulk.

· In the FMVRS vehicle database, the contractor will review for vehicles that are not present in the inventory report. The contractor will need to confirm with the fleet managers if these vehicles have been sold or missing from the inventory. Once a determination has been made, the file will need to have the vehicle’s status updated to sold, transferred, etc. as appropriate.

· FMVRS must be complete before it can send the data to FedFMS.

· Once FMVRS is updated, the data is then pushed to FedFMS. The contractor will need to review the FedFMS details. FedFMS does allow for updates to be completed in bulk. The data in FedFMS is all the details on each vehicle in FMVRS. Additional fleet requirement-specific fields, such as fuel and emissions requirements, may be needed for a successful update.

· While updating vehicle details, as appropriate the bulk upload tool provides an emailed report of whether each vehicle’s information was loaded, or if there was an error preventing loading; such as an entry that does not meet the exact criteria for a field.

· The FedFMS and FMVRS systems are not commercial systems. They are provided to agencies by GSA at no cost, with various updates and upgrades needed. It should be noted that they can have glitches, or have frequent small issues, such as logging out the user with an error message for double-clicking on a button. The systems can also require all fields to be completed before the information will be loaded, and fleet managers sometimes struggle with updating or adding information.