Fleet GPS / Telematics ServicesBid Documents

The Indiana Department of Administration (IDOA), on behalf of participating state agencies, is requesting proposals for a turnkey, enterprise-grade Fleet GPS/Telematics solution to support approximately 7,725 vehicles across the state fleet, with proposals due October 30, 2026 at 3:00 PM ET. An Indiana Veteran Owned Small Business (IVOSB) subcontracting goal of 3% applies. A pre-proposal conference is scheduled for September 30, 2026 at 9:30 AM ET in Indianapolis with virtual attendance available, and written questions are due October 2, 2026 by 3:00 PM ET.

The scope is a complete turnkey service encompassing cellular-enabled GPS hardware, web-based and mobile telematics software, vehicle diagnostics with OBD-II and J1939 protocol integration, driver behavior monitoring and safety scoring, geofencing with automated alerts, configurable reporting, secure cloud-based data hosting and archiving, comprehensive training, and technical support. The solution must support multi-agency, multi-tenant deployment across the Indiana Department of Transportation (3,471 vehicles), State Police (2,064 vehicles), Department of Natural Resources (1,450 vehicles), Department of Correction (640 vehicles), and IDOA (140 vehicles). Hardware must be ruggedized, tamper-resistant, and support offline caching with multi-carrier cellular connectivity. The solution must integrate with the State's ESRI-based GIS platform, Microsoft Entra ID for single sign-on and multi-factor authentication, PeopleSoft financial systems, MuleSoft API Management, and GoAnywhere Managed File Transfer services, and comply with Indiana Office of Technology statewide IT policies and state AI governance requirements.

Infrastructure must be cloud-based deployed within a state-owned cloud tenant under Microsoft Azure or Amazon Web Services; alternative hosting requires formal exception justification and demonstration of NIST 800-53 Revision 5 compliance. All data must reside in U.S. data centers with encryption at rest and in transit; the State retains sole ownership. The contractor must deliver a strategic project plan within ten business days of kick-off, complete hardware installation and system deployment within forty-five calendar days, and submit a detailed exit plan within 120 days of contract expiration or termination. Security compliance includes SOC 2 audits, FBI background checks for all personnel, role-based access control, annual business continuity and disaster recovery plan testing, and thirty-day secure data disposal using NIST-approved methods upon termination. The contractor bears all costs associated with data breaches resulting from negligence in encryption or data protection.

The contract term is four years from execution with one optional one-year renewal available. Evaluation uses a three-step process: Step 1 assesses mandatory requirements on a pass/fail basis; Step 2 applies Management Assessment/Quality (50 points) and Price (30 points) to create a short list; Step 3 evaluates short-listed proposals on all criteria including Buy Indiana Initiative preference (5 points) and IVOSB commitment (5 points) with a possible 1-point bonus for a maximum of 91 points. Pricing must be firm for 180 days from award issuance. The State reserves the right to request Best and Final Offers or conduct site visits. Anticipated award is January 2027. Reference checks must be submitted by October 30, 2026 at 3:00 PM ET to idoareferences@idoa.in.gov. The cost proposal template requires unit rates and all-inclusive total pricing across five-year and optional sixth-year periods for device leasing, platform licensing, support and maintenance, hosting, installation services by protocol type, and training.