Vendor_Response.xlsx

XLSX spreadsheet 32 KB Posted Apr 2, 2024

Attached to: Fleet Management Software
Solicitation number: RFP #24112
Issued by: Greenville County, South Carolina

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Written by GovTribe AI · May 13, 2025

The document is a detailed Vendor_Response.xlsx spreadsheet from the County of Greenville Fleet Services for a Fleet Management Software procurement. The county is seeking a comprehensive system to manage its fleet of approximately 1,400 vehicles (70%) and 600 pieces of equipment (30%), including heavy equipment, grounds/landscaping equipment, and trailers. The proposed system must provide robust capabilities across multiple functional areas including Asset Management, Preventative Management, Inventory Management, Barcoding, Maintenance Management (Work Order Management, Shop and Planning Management, Technician Workstation), Fuel Management, and Business Intelligence Standard Reports.

The software requirements are extensive, detailing specific functionalities such as real-time processing, flexible role-based security, comprehensive asset tracking, preventative maintenance scheduling, inventory management with audit tracking, work order processing, fuel transaction monitoring, and reporting capabilities. The vendor must provide a combination of onsite and remote system training for all user levels, with support services available through an unlimited 800 line from 7:30 am to 6:00 pm EST, Monday through Friday, and guaranteed maximum three-hour response time for electronic support requests. The system should integrate with existing applications, allow for detailed record-keeping, and provide comprehensive reporting and tracking capabilities across multiple dimensions of fleet and equipment management.

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Other files

File	Type	Posted
Correspondence_from_Faster_concerning_specs.pdf	PDF	May 1, 2024
Fleet_Management_Software_(Addendum_#1_Revision).pdf	PDF	Apr 29, 2024
Risk_Management_Insurance_Approval.pdf	PDF	Apr 12, 2024
Sample_Services_Agreement.pdf	PDF	Mar 26, 2024
COG_Sub_W9_.pdf	PDF	Mar 26, 2024

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Sheet1

General Requirements		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Use codes stored in data tables that can be accessed, viewed and modified by users with appropriate levels of permission.
2	Have flexible role-based security model to customize user access.
5	Be capable of interfacing with other applications such as automated fuel vending and general accounting systems. The requirements for import/export functions are outlined in a separate section.
7	Use real-time processing where all files affected by a transaction are updated at the time of transaction without the need for batch processing.
8	Have the ability to allow users to store additional information related to asset, parts or work order records by providing the option of attaching images and/or .pdfs to the record.
10	Be work order based and capable of printing detailed copies of all work.
11	Provide easy navigation within the application using standard Web functionality that allows multiple windows to be displayed simultaneously.
12	Provide drop down lists for all codes displaying the description.
13	Provide “real time” work in progress screens that display work order statuses, assigned tasks, location of work and assigned labor.
14	Provide date fields selectable from a dropdown calendar

Asset Management		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Maintain all pertinent data on each piece of equipment including but not limited to the following fields:
	Asset Number a unique number which identifies equipment
	Fleet Number a second unique number available to track an asset.
	Year
	Make
	Model
	Drive Train
	VIN/Serial Number unique number
	License unique number for license plate
	Class
	GVW
	Body Serial Number
	Chassis Serial Number
	Department
	Billing Code billing code to define how costs captured for this piece of equipment are to be billed. Multiple user defined billing schemes must be supported.
	Color
	Location Code (Parking slot)
	Monitor Group
	Site address were asset is stored
	Priority level of importance of the asset
	Fuel Card Number
	Availability hours and days an asset is available for use
	Picture of asset on main record screen
	Open Work Order Link to navigate directly to the work order.
2	Support an optional equipment-specific labor rate for automatically calculating billing hours.
3	Have easy access to at-a-glance snapshot information for a given asset including things such as most recent PM, meter reading, work order and lifecycle costing.
4	Unlimited fuel types
5	Allow billing to be set up to the individual asset
6	Ability to track Lifecycle including a point value replacement system
7	Provide online display of historical cost information for each asset. Ability to export historical information from online display to Excel and Word.
8	Provide display on the equipment screen all parts issued and the last date issued for each piece of equipment.
9	Provide the ability to define availability of each individual asset by hours, days, and holidays.
10	Provide unlimited user defined asset/equipment usage codes.
11	Provide the ability to attach components expandable to multiple levels to an asset while maintaining a full asset record, warranties and PM schedules for each.
12	Have the ability to track notes related to assets with subject lines for easy searching.
13	Have the ability to change an asset number and maintain all relevant data with the record.
14	Track unlimited number of different fuel types for one asset record.
15	Provide the following fields for the capture of acquisition and disposal information for each asset record:
	Acquire Date ex. 02/21/2000
	Acquire Cost
	Acquire Vendor
	PO Number
	Title
	In Service Date
	Life Expectancy Months
	Out of Service Date
	Disposal Date
16	Track multiple meter types and provide the ability to capture the following meter readings.
	Actual Meter Reading
	Meter Reading at Acquisition
	Begin Fiscal Year Meter
	Life Expectancy by M/H
	Year to Date
	Life to Date
17	Provide the ability to replace a meter and maintain both actual and life-to-date meter reading.
18	Support the ability to bill each asset by multiple cost categories in user defined combinations of parts, labor, sublets, mileage, billing period charges, fuel, and replacement recovery.
19	Support multiple mark ups for parts, labor, fuel and sublets.
20	Provide unlimited user defined codes that can be assigned by asset or by groups of assets.
21	Track changes in departmental ownership.
22	Store billing period charges for historical review, reproduction and reports.
	Preventative Maintenance
23	Track unlimited PM cycles for each piece of equipment in any combination by time, meters, fuel consumption, a set monthly date, or a set annual date.
24	Automatically update the next PM due when each job has been completed.
25	Allow users to define the update process for calculation of next PM due using the actual transaction date and current meter or previous date and meter.
26	Provide ability to establish a hierarchy for PM services and define the highest level for the grouping.
27	Easily create a shop schedule for a list of PM’s due.
28	Allow the user to define what working days will be included on the schedule.
29	Provide the ability to define the total number and type of PM services included on the schedule.
30	Provide the ability to create a PM services repair record from the PM due listing.
	Vehicle Replacement
31	Provide an online vehicle replacement program that displays vehicle replacement information. Includes the following:
	Date: date that the equipment was put in service.
	Cost: amount of money paid to acquire the equipment.
	Salvage Rate: the expected percentage of the cost that the user will get at the time the unit is sold or salvaged. This dollar amount is subtracted from the total cost of replacement.
	Expected Life in Meters: shows the expected life from all valid meters attached to the equipment.
	Expected Life in Months: the expected time, in months, that the equipment should last before replacement is necessary.
32	Provide online display of historical information for each piece of equipment including:
	Monthly or yearly totals by fiscal year or calendar year for Fuel costs and quantity
	Monthly or yearly totals by fiscal year or calendar year for Meter type and cost/meter
	Monthly or yearly totals by fiscal year or calendar year for Parts
	Monthly or yearly totals by fiscal year or calendar year for Labor
	Monthly or yearly totals by fiscal year or calendar year for Sublet
	Monthly or yearly totals by fiscal year or calendar year for Credit
	Monthly or yearly totals by fiscal year or calendar year for Accident
	Monthly or yearly totals by fiscal year or calendar year for all parts issued to the equipment
33	Display the following history fields by month or year:
	Total Maintenance and Repair: the total maintenance and repair dollars spent on this equipment.
	Maintenance: the dollars spent on parts, labor and sublet costs for PM’s.
	Repair: dollars spent on parts, labor and sublet costs for all other repairs (non-PM’s and non-accident repairs).
	Accident: dollars spent on parts, labor and sublet costs for accident repairs.
	Capital: dollars spent on parts, labor and sublet costs for capital repairs.
	Other Costs: dollars spent for work order miscellaneous costs such as shop supplies, environmental fees, etc.
	Fuel Cost: costs associated with fuel.
	Fuel Qty: quantity of fuel used for the month or year.
	Meter: type of meter.
	Meter Driven actual meter units driven during the queried time frame.
	Parts: total dollars spent on parts for this equipment for selected period (not PM or accident part costs).
	Labor: total dollars spent on labor for selected period.
	Sublet: total dollars spent on sublet costs for this piece of equipment for selected period.
34	Provide direct access to unlimited stored images associated with the piece of equipment. Images can be stored in the database or on a network share.
35	Have the ability to add multiple equipment records from a template including standard fields, PM Schedules & Warranty Schedules.

Preventative Management		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Generate a PM/annual/semi annual inspection due list by department, class, shop, or date.
2	Support PM frequency by time, miles/hours, fuel consumed, or any combination thereof.
3	Automatically update when the next PM is due upon completion of the current PM.
4	Provide for PM scheduling that supports differences in age, usage and manufacturer.
5	Allow for unlimited PM’s and frequency of service for each piece of equipment.
6	Track unlimited PM’s for all components.
7	Provide an option for hierarchical scheduling of PM’s.
8	Adjust for early/late hierarchically scheduled PM services.
9	Include all associated components in a PM due report.
10	Provide the ability for flexible PM scheduling based on shift and shop capacity.
11	Provide the ability to manage or modify scheduled PM’s.
12	Provide an option for hierarchical scheduling of PM’s.
13	Adjust for early/late hierarchically scheduled PM services.

Inventory Management		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Maintain all pertinent data on each part in inventory including:
	Part Number unique to one part.
	Part Name
	Part Description
	In Stock Quantity
	Item Cost
	Capitalized Cost
	Issue
	Last Issue to Work Order
	Part Category or classification
	Part Type or distinct usage
	Part Status
	% Mark Up for the individual part
	Location
	Alternate Location
	Vendor
	Substitute Part(s)
	Stock Quantities for max, low and safe.
	High Level
	Low Level
	Reorder Point
	Order Lead Time
	Mean Time Between Failure
	Auto Order
	Last Receipt
	Invoice
	Date Received
	Quantity

	Capitalized cost
1	Provide full audit tracking capabilities including the following adjustments by operator ID, date/time to:
	Unit cost
	Count
	Return to inventory
	Return to vendor
	Deleted orders
	Deleted receipts
	Transfers from one storeroom to another
2	Track purchases by:
	Vendor
	Vendor Invoice
	Date
	Receiver
	Work Order Number
3	Provide the capability track notes related to parts with subject lines for easy searching.
4	Comprehensive parts tracking including recording all parts, ordering, receiving, returning and
	transferring.
5	System uses perpetual inventory methodology which allows you to look at a snapshot of your inventory for any given date and time.
6	FIFO and averaging available for the pricing of individual parts.
7	Research part repair history and track trends by Part Issues, Notes, and Work Orders.
8	Snapshot at-a-glance information for the part instantly available such as in-stock, return bins, available, on-order, pricing, markup, last issue and last receipt, and activity over the last 12 months
9	Ability to cross-reference different vendor numbers for a given part or find acceptable substitutes for a given part
10	Specify unit of order, unit of issue, unit multiplier, markup and tax exemption individually per part
11	Provide the capability to order, receive and issue a part on a work order from a single screen.
12	Comprehensive searching capability to allow fast onscreen viewing of data, including:
	Vendor
	Part Number
	Part Name
	Part Description
	Part Category
	Part Type
	Default Vendor
	Part Notes
	Part Usage
	Part Status
13	Provide the ability to search for:
	All back orders
	Orders not received
	All orders received
14	Track multiple part storerooms and carry a separate inventory in each storeroom for the same part numbers.
15	Provide an online screen display with the following information when searching for part numbers:
	Part Number
	Storeroom
	Description
	Location
	In-Stock Quantity
	Unit Cost
	Reorder, Safety and High Limits
	This should include the ability to go to the part record by selecting a part from the list.
16	Have the ability to print the online search display for part numbers in a user defined sort order and easily export results in Word, Excel and .CSV format.
17	Inherent in the software (without using special characters) is the ability to have wild card search on partial field information: partial description, partial part number, partial manufacturer number, etc.
18	Include the following information on the part record online, either by month or year:
	History of the part usage (issues, issues returned, received, received returned, transferred in, transferred out, adjusted up, adjusted down end of period quantity, costs: unit, tax, shipping, extended cost by the month or by year.
	Capable of reporting year by fiscal or calendar year.
19	Differentiate between a stocked or non-stocked part records and offer all part capabilities for both.
20	Track the issuance of all stocked and non-stocked parts to a specific piece of equipment.
21	Have the ability to change a part number and have that change be reflected for all historical data.
22	Have a part number function that merges part records into one number while still retaining historical data.
23	Have the ability to create an order for all parts at the reorder point with the option to modify it to include or exclude any part.
24	Provide an option to track warranty and receipt information for non-stocked parts’ issues.
25	Generate a surplus parts report tracking lack of activity for user defined periods of time.
26	Provide a works list to assist in inventory counts.
27	Have the ability to list all receipts by vendor for all parts, a category of parts or specific part numbers.
28	Have the ability to generate a parts reorder list by vendor, category, part number or storeroom.
29	Have the capability to issue and charge parts to an individual or department without having to charge it to a work order. All associated costs must be tracked through the billing report.
30	Have the ability to identify a mark-up percentage by part number.
31	Track all credits to vendors by PO#, invoice #, date, type, and description.
32	Automatically recalculate the total on the PO # when a credit is issued by vendor.
33	Track multiple inventory storerooms and produce an audit trail for transfers among the storerooms.
34	Support a cyclical inventory capability where every part is inventoried over a user defined time period through a defined number of cycles.
35	Have a parts list capability where lists are created, stored and printed for specific repairs on specific equipment number; year, make, model; or class.
36	Provide direct access to unlimited stored images associated with each part, i.e., MSDS sheets.
37	System uses perpetual inventory methodology which allows you to look at a snapshot of your inventory
	for any given date and time.
38	Snapshot at-a-glance information for the part instantly available such as in-stock, return bins,
	available, on-order, pricing, markup, last issue and last receipt, and activity over the last 12
	months.
39	Core part tracking

Barcoding		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Support the use of barcoding.
2	Ability to print bar code bin labels

Maintenance Management - Work Order Management		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Provide a simple work order add from one screen. Please describe in detail each step of this process.
2	Provide default information upon adding a work order that displays the following equipment information: Fleet Number, Organization, Status, Year, Make, Model, GVW, Drive Train, License, State, Serial Number, Body Serial Number, Chassis Serial Number, Location, Monitor Group, Color, Asset Shop, Site, Class, Zip Code, Department, Priority, Availability, Book Value, Maintenance LTD, Last Work Order, Last Work Order Status, Last PM’s, Last Meter(s), Identification Picture of equipment, Usage Code and Comments field.
3	Capture PM services, other repairs, sublets and miscellaneous costs/credits on a single work order.
4	Capture multiple repair codes on a work order (such as the inclusion of a warranty repair on a PM work order) and provide for detailed analysis by repair code.
5	Search for a work order by each (or a combination) of the following:
	Equipment number
	Fixed Asset number
	Class of vehicle
	Work order number
	Technician identification
	Date In
	Date out
	Date Promised
	Shop
	Status of the work order
	Department
	Document Symptom
	Fuel Number
	Notes
	Priority
	Repair Component
	Repair Group
	Repair Reason
	Sublet Invoice
	Sublet Vendor
	Include Closed Work Order Option
	Exact Match Option
6	Provide the ability for inherent wild card (partial information) searches.
7	Require specific authorization for reopening a closed work order.
8	Provide an online summary review screen of all costs associated with each work order.
9	Allow credits to the work order.
10	Provide for customer work order print including or excluding labor hours and/or notes.
11	Allow a work order to have a credit balance.
12	Provide robust search capability that includes the ability to change column sequence and remove columns as needed as well as sorting ability to create ad-hoc reports

Maintenance Management - Shop Management and Planning		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Provide the capability to view all work orders online in real time by status.
2	Provide a real time single screen review of the direct/indirect labor activities for all logged on technicians.
3	Review online all work order detail information for quality control when a work order is closed.
4	Provide the ability to defer repairs and automatically include them on the next opened work order for that piece of equipment.
5	Ability to charge labor hours using Flat Rate labor charges
6	Ability for the shop manager to perform mass logoff of technicians in all shops

Maintenance Management - Technician Workstation		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Provide the ability for the technician to add work order notes from the technician workstation screen.

Fuel Management		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Have the capability to track all fueling purchased in-house or commercially.
2	Provide the ability to track fuel by an individual or piece of equipment.
3	Have the ability to view online fuel and operational fluids costs transactions and the accompanying meter reading.
4	Provide search capabilities for fuel transactions by site, user-selected date range or equipment number.
5	Interface with multiple onsite automated fuel systems or commercial card programs.
6	Provide the ability to manually enter fuel transactions.
7	Ability to review and edit fuel exceptions prior to posting in software system

Business Intelligence - Standard Reports		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The system should:
1	Support a standard ad hoc report writer. Please provide the name of the recommended report writer.
2	Provide standard reports based on fleet and business best practice that provide multiple sort and selection criteria along with drill down capabilities.
3	Ability to quickly export search results data to Microsoft Excel
4	Native web deployment of reports
5	Reports to be included (but not limited to):
	Asset Utilization Report
	Miles driven within a timeframe by equipment, class, and/or department.
	Asset Master List
	Includes year, make, model, department, and acquired date with ability to sort by license number, serial number.
	Equipment Depreciation Report
	Calculate monthly depreciation along with monthly costs, annual costs and current equipment value.
	Equipment History Report
	Detailed history of equipment costs by month and year, including all costs broken out.
6	Inventory Management
	Parts Inventory Report
	Summary of parts inventory movement by storeroom including category, location or type and/or mark up.
	Parts Issued Report
	Parts issued within a timeframe, quantity issued and cost with ability to sort by storeroom, work order or repair reason including:
	Work Order or Independent Issue Document Number
	Equipment Number
	Part Storeroom
	Part Number
	Part Description
	Full Repair Type
	Part Issue Operator ID
	Date
	Qty Issued
	True Cost
	Total Cost
	Parts Received Report
	Parts received by vendor for a timeframe with ability to sort by vendor, purchase order number or storeroom.
	Part Orders Not Received Report
	Part orders not received or on backorder with the ability to sort by part number, storeroom or vendor.
	Parts Order Recommendation Report
	Vendor list displaying parts with quantities less than or equal to the reorder level and not already on order. This should include the recommended order quantity.
	Parts Transfer Report
	List all parts transferred between storerooms or returned to a vendor.
	Vendor Returns Report
	A detailed list of all parts returned to their vendors.
	Inventory Count Sheet in Location Order
	Count sheets of part numbers in storeroom then location order.
	Direct Charge Transactions Report
	A listing of direct charge transaction details within a specified date range. It displays part issues, part returns as separate records, and other costs.
	Parts Obsolescence
	Parts not issued, ordered, received, or transferred since a specified time.
	Parts Inventory Movement Report
	List of parts with any physical movement including receipts; return receipts; transfers in/out; issues; and issues returned. Totals include the last month, 3 months, 6 months, and 12 months.
	Inventory Discrepancy Report
	Parts adjusted during an inventory displaying details and discrepancy percentage of distinct parts, quantity in stock and dollar value.
	Valuation of Perpetual Inventory
	Displays the parts inventory for the end of the day on any specified date.
7	Work Order Management
	Work Order details by Date Report
	Detailed printout of all work order information including but not limited to:
	Equipment/Asset Information
	Technician Repairs Performed with Costs
	Sublet Repairs Performed with Costs
	Parts Issued with Costs
	Credits and Miscellaneous Costs
	Subtotals/Totals
	Notes
	Technicians Accountability
	Provide totals by technician and shop for direct, indirect and total labor hours, costs, number of vehicles and work orders. It should provide a chart depicting direct vs. indirect labor hours by repair descriptions.
	Work Order Sublet by Vendor
	Provides a list of outside work performed with labor hours and cost totals for each vendor.
	Work Order Dollar Summary Report
	Displays the summary of dollars accrued on work orders. Displays the work order dollars for labor, non-stock parts, stock parts, sublets, and other costs.
	Fleet Work Order Activity
	Displays a summary of basic work order information including total dollars. This reports displays the total hours open and total dollars for each work order with a summary count of work orders for each repair type reason.
	Down Time Details Report
	Displays detailed downtime records by various sort options.
	Active Work Orders
	Provide a report listing all open work orders for a specific shop including:
	Equipment number
	Date in
	Number of days open
	Status
	Shop
	Mechanic
	Initiating repair
	Work Order Audit Reports
	Provide reports to show an audit trail of changes and deletions to work orders.
	Technician Productivity Percentage Report
	This is a fleet performance measure report comparing the technicians’ paid time to their production time.
8	Fuel Management
	Fuel Transaction Report
	Displays fuel transaction details for a specified date range. Displays all fuel transaction details, including costs and meter information.
	Non-Fueled Assets
	Displays a list of vehicles not fueled in a specified date range.
	Fuel Usage detail Report
	Displays fuel gallons and dollars plus meter usage for the specified date range, along with meter per gallon cost per meter.
	BILLING
	Billing by Department
9	Provide a billing report sorted by department. Displays a list of vehicles and operational/fuel costs, as well as fixed base, replacement, other and insurance charges for the billing period.
	Billing By Department History Report
10	Provide a billing report for a past billing period. Displays a list of vehicle repairs and operational/fuel costs, as well as fixed base, replacement, other, and insurance charges by batch number from history tables.

Training		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The vendor should:
1	Provide a combination of onsite and remote system training for transitioning to live production with the software. The proposed pricing should include all recommended training.
2	Provide training for all levels of users from management to shop floor technicians.
3	On-site go-live training

Customer Support		Meets Requirement
		Yes/No
Specifications		*Response Required	Comments
The vendor should:
1	Provide support services through an unlimited 800 line from 7:30 am to 6:00 pm EST, Monday through Friday. After hours support staff should be available.
2	Provide remote diagnostic support included as part of the annual agreement.
3	Toll free 24x7 support year round
4	All enhancements included in annual support fee
5	Guaranteed maximum three (3) hour response time to all electronic requests for support or service
6	Support calls are answered by full time support technicians that are experts in the software

File details come from the government source that posted it. Updated May 13, 2025.