Addendum 1 2027-002 - Fleet Management Software.pdf
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- Attached to
- RFP 2027-002 Fleet Management Software
- Solicitation number
- 377-RFP 2027-002
- Issued by
- Union County, North Carolina
About this file
This Addendum No. 1 to RFP 2027-002, issued by Union County, North Carolina on September 29, 2026, modifies and clarifies the original request for proposals for web-based fleet management software. The addendum reduces the active asset count from 1,045 to 1,036 assets, consisting of 876 active vehicles (sedans, SUVs, trucks, vans, buses, heavy-duty trucks, motorcycles, and UTVs) and 160 other active assets (trailers, wheelchair lifts, and labor-tracking records). The County seeks an established fleet management product already in commercial use that can be configured or customized to meet its specific needs; software in concept stage or requiring initial development will not be considered. Proposals remain due October 7, 2026 at 10:00 a.m. local time. The contract term is three years with two optional one-year renewal periods at the County's discretion, subject to annual budget approval. No evaluation or implementation schedule has been established, and Board approval, contract start date, and software transition schedule will be communicated later in the process.
The County's current fleet management system is Hiperweb, for which the annual license cost is $11,521.65. Historical asset data from July 1, 1999 forward must be migrated and remain searchable and reportable in the new system. Real-time integration with WEX fuel and mileage tracking is preferred, though scheduled batch importing may be used during transition. The County prefers a cloud-based, SaaS-based solution with local backup and standard support during normal business hours; GIS integration, single sign-on, telematics, RFID, Bluetooth, RTLS, and barcode tracking are not mandatory requirements. Training should accommodate 15 employees, preferably through one onsite session at the County garage (610 Patton Avenue, Monroe, NC 28110) or multiple thorough online sessions with follow-up support. The County has not established a budget range for this procurement, which falls outside the regular budget process. No vendor registration is required at proposal submission, and exceptions to the sample agreement may be negotiated following selection. Offerors must provide three comparable client references for fleet management software, which do not need to be public-sector deployments.
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Text version
Request for Proposals 2027-002 Fleet Management Software
ADDENDUM No. 1 ISSUE DATE: September 29, 2026
Responding Offerors on this project are hereby notified that this Addendum shall be made a part of the above named RFP document.
The following items add to, modify, and/or clarify the RFP documents and shall have the full force and effect of the original Documents. This Addendum shall be acknowledged by the Offeror in the RFP document.
Union County, North Carolina Addendum No. 1, RFP 2027-002 Fleet Management Software
RFP Revision Section 4.1, Web-Based Fleet Management Software Requirements: The line "Active assets: 1,045" is hereby deleted and replaced with "Active assets: 1,036." The revised total consists of 876 active vehicles and 160 other active assets. The nine additional records previously included in the total were identified as duplicate or test asset records.
Question/Answer Section
1. Question: Please explain the rationale behind Union County's decision to consider replacing
Hiperweb. What functional or operational capabilities is the County seeking?
Answer: Union County has utilized Hiperweb for many years and has appreciated its functionality. The County is interested in exploring the current fleet management software market and evaluating other available solutions and capabilities. The County is particularly interested in an established fleet management product that is already in use and can be configured or customized to meet the County's needs.
2. Question: Section 5.2.3 states that software in the concept stage or that needs to be built will not be considered. Will the County consider an established fleet management product that requires configuration or customization after award?
Answer: Yes. The County will consider an established fleet management product that is already in use and requires configuration or customization to meet the County's specific needs, provided the Offeror can demonstrate that the required functionality is possible and provides an accelerated schedule for completing the customization. Software that does not already have a fleet management solution in place and in use should not be proposed.
3. Question: For the three comparable-client references required by Section 5.2.6, must the references be public-sector fleet management deployments?
Answer: No. References do not have to be public-sector clients; however, the references should be for fleet management software.
4. Question: Is vendor registration with Union County required at the time of proposal submission in order to be considered for award?
Answer: No.
5. Question: If an Offeror has exceptions to the sample agreement or other terms and conditions in the RFP, where should those exceptions be submitted?
Answer: The agreement included in the RFP is provided as a sample/template only.
Offerors are not required to submit proposed revisions to the sample agreement with their
Addendum No. 1, RFP 2027-002 Fleet Management Software proposal. If an Offeror is selected, any requested changes to the agreement may be discussed and negotiated with the County project team and the County’s Legal Department during contract negotiations.
6. Question: Is GIS integration a mandatory requirement, and are there specific GIS standards, schemas, or integration requirements that Offerors must address?
Answer: GIS integration is not a mandatory requirement. The County has not identified specific GIS standards, schemas, or integration requirements that must be included in the proposed solution.
7. Question: Does the County prefer an on-premises or cloud-hosted solution? Is single sign-on required?
Answer: The County prefers a cloud-based, SaaS-based solution with a local backup.
Single sign-on is not required. Offerors should describe their system reliability and uptime, as well as the staffing and resources available to provide support.
8. Question: What level of ongoing technical support does the County prefer: standard support during normal business hours or premium 24x7x365 monitoring and support?
Answer: The County prefers standard support coverage during normal business hours.
9. Question: Can the County provide a breakdown of the active fleet/assets and identify the types of items that will be managed in the system?
Answer: The correct total is 1,036 active assets, consisting of 876 active vehicles and 160 other active assets. Active vehicles include sedans, SUVs, trucks, vans, buses, heavy-duty trucks, registered motorcycles, and UTVs. Other assets include items such as trailers and wheelchair lifts. Partnering agencies and fleet employees are also maintained as asset records for labor tracking purposes. The nine additional records previously included in the total of 1,045 were identified as duplicate or test asset records.
10. Question: Is Union County currently using telematics, GPS, or similar vehicle-tracking technology?
Answer: No. The County is not currently using telematics. Telematics may be considered in the future, so Offerors are encouraged to identify whether their proposed system has that capability.
11. Question: Does the County anticipate requiring RFID, Bluetooth Low Energy (BLE), Real- Time Location Services (RTLS), or barcode tracking for non-vehicle assets as part of the initial implementation?
Answer: No. These technologies are not required as part of the initial implementation.
12. Question: For Hiperweb data conversion and migration, what data export capability is available, what historical period is in scope, and should the selected Offeror expect direct access to Hiperweb?
Answer: Data migration will need to be completed in coordination with the County's current vendor. Current export and reporting capabilities include Excel and PDF reports. Digitized records to be imported date back to July 1, 1999. Any data-access and migration arrangements will need to be coordinated with the County's current vendor.
13. Question: Are the 1,058 inactive/historical asset records required to be searchable and reportable in the new system?
Answer: Yes. Historical asset records are planned to be searchable and reportable.
14. Question: Is the WEX fuel and mileage integration expected to be real-time, a scheduled batch import, or a manual upload process?
Answer: Real-time integration is preferred. Scheduled batch importing may be used during the initial transition.
15. Question: Other than Hiperweb data migration and WEX fuel/mileage integration, are any other third-party integrations required?
Answer: No. Other third-party software integrations are not required. Offerors may identify additional or optional integrations and features available within their solution for the County's review and possible future use.
16. Question: Sections 4.4.3 and 4.4.4 reference external users. Who are the external users, and are they included in the user quantities identified in Section 4.1?
Answer: External users include County employees or affiliates who are requesting work from Fleet Management. These external requesters are not intended to be licensed users within the 11 data-entry and 4 view-only user quantities. The intent is for external users to submit requests through a web link or similar external-request function.
17. Question: How should Offerors address licensing for the 11 users with data-entry rights and four users with view-only rights, including named, concurrent, or mobile licensing?
Answer: For proposal preparation and pricing, Offerors shall use the quantities stated in Section 4.1: 11 users with data-entry rights and four users with view-only rights. The RFP
Addendum No. 1, RFP 2027-002 Fleet Management Software does not prescribe a named-versus-concurrent licensing model or establish a separate mobile-license quantity. Offerors shall explain their licensing and pricing model and identify any applicable licensing assumptions, rates, tiers, or minimum charges.
18. Question: How many County employees require training, and where should training be provided?
Answer: The 15 employees/users identified for the system should be included in training.
One onsite training session at the County garage, 610 Patton Avenue, Monroe, NC 28110, is preferred for convenience. The onsite session may be replaced by several thorough initial online/web training sessions, with reasonable follow-up online training provided as needed.
19. Question: Does the County have a target go-live date, evaluation schedule, demonstration schedule, award date, contract start date, or software transition schedule?
Answer: The County does not have an established evaluation or implementation schedule at this time. Offerors may be invited to provide an online/remote demonstration to the Union County evaluation team and will be notified in advance of the time and format. Board approval, the target contract start date, and software transition schedule will be communicated later in the process.
20. Question: Has the County established or allocated a budget range for this project?
Answer: No budget range has been established for purposes of this RFP. The budget is currently unknown because the procurement is outside of the regular budget process.
21. Question: What is the current annual cost paid for the existing Hiperweb fleet management software?
Answer: The current annual license cost is $11,521.65.
22. Question: What is the County's anticipated negotiation process following evaluation of proposals?
Answer: The County reserves the right to enter into negotiations with the top-ranked Offeror.
Negotiations do not constitute a commitment by Union County to execute a contract or continue discussions. The County may terminate negotiations at any time and may enter into negotiations with the next most advantageous Offeror if negotiations with the initially selected Offeror are unsuccessful.
23. Question: Does the County have a preference for or requirement to use North Carolina State Term Contracts or North Carolina Sheriffs' Association contracts for vehicle procurement?
Answer: This question is outside the scope of RFP 2027-002. This solicitation is for Fleet Management Software and does not address the County's procurement of fleet vehicles.
All other terms and conditions shall remain unchanged.
End of Addendum No. 1
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