Enterprise Asset Management (EAM) System

The Agency for Community Transit (ACT) in Lasalle County, Illinois, is procuring a comprehensive SaaS cloud-based Enterprise Asset Management (EAM) system to replace its existing Transman (TMT) legacy system. The procurement encompasses a hybrid fixed-price and time-and-material contract with a five-year base subscription term and renewal options extending to ten years, with partial funding through Madison County Transit's operating assistance grant from the Illinois Department of Transportation. Key deliverables include all system software and hardware (minimum 30 users with barcode scanners and printers), project management documentation, design review packages, installation and transition plans, comprehensive testing protocols, training materials with sandbox environments, and user manuals. The system must support two primary modules—Fleet Maintenance and Facilities Maintenance—with extensive functional requirements including web-based and mobile platforms, work order management, preventive maintenance scheduling with complex hierarchies, asset lifecycle tracking, inventory control, tire and warranty management, customized job coding, barcode functionality, integration with fuel monitoring systems (Fleetwatch FMS and WEX), potential Geotab telematics integration, and advanced customizable reporting with general ledger coding capabilities. Vendors must demonstrate at least five years of experience delivering EAM solutions to public-sector, transportation, or similarly complex asset-intensive organizations. The mandatory pre-proposal meeting is scheduled for June 10, 2026, at 11:00 AM Central Time via Microsoft Teams; questions are due by June 24, 2026, at 5:00 PM Central Time with anticipated addendum responses by June 29, 2026; proposals are due July 16, 2026, at 11:00 AM Central Time through the Bonfire portal; proposer presentations are anticipated the week of August 17, 2026; notice of intent to award is expected by September 11, 2026; and contract award is anticipated by September 18, 2026. Evaluation will be based on a best-value selection process considering technical solution merit as the primary factor, followed by proposer experience, past performance, and personnel qualifications, with pricing scored based on the proposer's relationship to the lowest proposal price using five-year base contract term pricing.

All entities seeking to do business with Illinois state agencies must register for an eligible bidder number through the Illinois Department of Human Rights (IDHR) by submitting an Employer Report Form (PC-1) prior to contract award and comply with the Illinois Human Rights Act and anti-discrimination standards. Subcontracting is not permitted, and all assigned personnel must be independent from the Owner; proposals that fail to include complete documentation with all required forms, certifications, and attachments may be rejected for non-responsiveness. The RFP specifies integration requirements with existing systems including Fleetwatch FMS for fuel management and potential Geotab telematics integration, and the contractor assumes responsibility for data migration from the legacy Transman system with the desired go-live date within nine months of the Notice to Proceed. The contractor must provide three years of system maintenance and support with response times of 24 hours for non-emergencies and one hour for critical system failures, maintain insurance coverage including $1,000,000 commercial general liability, $1,000,000 business automobile liability, $500,000 professional liability, and $2,000,000 cyber liability insurance, and comply with comprehensive cybersecurity, data security, and incident response requirements with 24-hour breach notification obligations. While specific budget ranges are not disclosed in the procurement documents, vendors must submit all-inclusive pricing in USD within a completed Excel file, distinguish between fixed-price components and time-and-material components with a Not-to-Exceed ceiling, and clearly define total setup fees and monthly operational costs with the first three years of system maintenance included in the system price.