Fleet Inventory Scope of Work Draft PDF.pdf

SCOPE OF WORK: Fleet Vehicle Inventory Count

Scope: The Department of Public Works- OƯice of Fleet Services is seeking a qualified vendor capable of conducting a comprehensive fleet inventory of City-owned vehicles and equipment. The work includes physical verification of assets, reconciliation of records, and submission of documentation to the OƯice of Fleet Services (OFS). The City of Atlanta maintains approximately 6,500–7,000 units, with discrepancies across user departments and asset records.

Classification – Services under this specification are divided into the following tasks:

Task I – Fleet Count and Verification Task II – Record Reconciliation and Reporting Task III – Stakeholder Coordination and Audit Support

1. Definitions

1.1. “Inventory” means the collection of vehicles, equipment, and associated assets owned by the City of Atlanta.

1.2. “Verification” means the process of confirming asset identity, condition, assignment, and use through physical inspection and record review.

1.3. “Record Reconciliation” means comparing physical inventory with data from User Departments (UD), and the Department of Public Works (DPW.

2. Project Length – The project must be completed within sixteen (16) weeks of start date unless otherwise extended by the City.

3. Budget – The anticipated budget for this project is not to exceed $225,000 for the term of the project.

4. Tasks – The contractor must perform, at a minimum, the following tasks:

Conduct in-person fleet counts at City facilities and satellite locations.

Facilitate “drive-through” events for operators to check in and verify vehicle assignments.

o OƯice of Fleet Services will schedule these events for each user agency.

Locate, identify, and cross-reference vehicles and equipment against existing records.

Confirm user agency (UA), assigned vehicle departments, and work locations for vehicles.

Read and record VINs and registration information for comparison with asset management records.

Identify aged, unsafe, or inoperable vehicles and provide photographic documentation.

o Photos must be clear and capable of being sent in a zip file, with each individual photo labeled with Date and site location.

Note discrepancies between DPW, UA, and City asset management records.

Standardize terminology for vehicles and equipment in reporting.

Interim milestones will be the completion of the inventory count for each department, the reporting of the total fleet inventory accounted for, and a total report providing detail about the inventory fleet, to include vehicle ID, physical presentation, department owner, etc. as indicated in the scope of work.

5. Stakeholder Engagement – Contractor must coordinate all phases through OƯice of Fleet Services directors to identify outside user agency directors, supervisors, and end users across primary operational divisions including Solid Waste, DPW Special Operations, Watershed, Parks & Recs, Aviation, Mayor’s OƯice, City Planning, Atlanta Police Department, Atlanta Fire Rescue Department, Atlanta Department of Transportation, Atlanta Information Management, and Procurement.

6. Inspections – To ensure operational availability, inspections should primarily take place in late afternoons and/or evenings, post city operations. Vendors must be escorted into secure sites.

7. Reporting – Contractor must:

Provide weekly progress reports to OFS on each Monday by noon. A dashboard-style report is preferred, however, spreadsheets will be accepted if neatly presented. The OƯice of Fleet Services will provide a framework for reported data.

Deliver a master inventory report at project completion including all verified assets, reconciled data, and photo documentation of vehicles in poor or unsafe condition.

Provide audit-ready documentation for all variances.

8. Standards and Safety – Contractor must follow all applicable federal, state, and local standards related to asset management, including:

Federal and Georgia Occupational Safety and Health standards.

City safety requirements (e.g., backup cameras, lane identification where applicable).

9. Quality Assurance – Contractor must demonstrate:

Ability to complete inventory counts despite challenges related to operational use.

Accuracy in reconciliation of multiple data sources.

Minimum of five (5) years’ experience conducting large-scale fleet or asset inventories, with at least two (2) years supporting governmental agencies.

10. Deliverables – At project completion, Contractor must provide:

A reconciled fleet master list with confirmed UA and location assignments.

o Vehicle identification MUST include tag and/or VIN details.

Documentation of all discrepancies between reported and observed assets.

A photographic log of unsafe, aged, or damaged units.

o Photographs should only consist of damaged fleet. Photographs are not required for each individual piece of equipment or vehicle, however, any units with no identifying information should also be captured with its corresponding location at the time of identification.

Recommendations for ongoing fleet management improvements.

VENDOR REQUIREMENTS

Task I – Fleet Count and Verification o Contractor must physically locate and verify all vehicles and equipment within the City’s fleet.

o Contractor must match VINs, license plates, decals, and UA assignments against City records.

All ID must include: VIN, license plate, make, model, color, and visible emblem.

VIN Minimum: Last 6 of the VIN must be documented if not fully legible.

Photo of the tag required for all vehicles, if present.

Vehicle descriptions (Color, make, model) required for all passenger units.

o Contractor must confirm the addresses and work locations of employees utilizing City vehicles.

o Contractor must provide photographic evidence of unsafe or aged vehicles.

o Contractor must report all units not previously captured in the City’s records. Any units with no identifying information must also be photographed in addition to damaged vehicles.

o Coverage Target: __80___% of Fleet o Vendor must only provide data capable of being confirmed visually.

o Signature of personnel who performed inventory collections at that site is required, per day/shift.

Task II – Record Reconciliation and Reporting

2.1 Contractor must provide standardized terminology for vehicles and equipment.

2.2 Contractor must provide audit-ready documentation of all findings, including manifests, reports, and cross-reference sheets.

Task III – Stakeholder Coordination and Audit Support

3.1 Contractor must coordinate with multiple departments and stakeholders to complete the inventory process.

3.2 Contractor must not enter City of Atlanta campuses without approved escorts. The OƯice of Fleet Services will provide access management support when entering secure facilities. Escorts will receive schedules at a minimum of 1 week prior to each site visit. The OƯice of Fleet Services will provide 1-2 personnel to accompany the vendors to each site visit. The company chosen must have employees who have completed a background check for their individual employment. All vendors must wear a visible company badge for each site visit.

3.3 Contractor must provide a reporting update on a weekly basis, on each Monday, for the week prior.

3.4 Audit ready documentation is acceptable in the form of a PDF document.

3.5 No retention period required. Vendor must provide documentation in emailed media format prior to conclusion of the project.