Fleet maintenance management software

Valley Transit, a public transportation agency in Appleton, Wisconsin, is seeking competitive proposals for a comprehensive fleet maintenance management software (FMS) solution to manage its current fleet of 28 heavy-duty buses, 8 non-revenue service vehicles, and various equipment. The proposed cloud-based SaaS platform must accommodate future fleet expansion, including potential zero-emission vehicles, and integrate with existing systems like FleetWatch and TransTrack. Key system requirements include 99 percent uptime, Azure Active Directory single-sign-on, SOC 2 Certification, comprehensive warranty and asset tracking, work order management, preventative maintenance scheduling, road call management, tire tracking, mobile app functionality, accident damage estimating, parts inventory management, and reporting capabilities. Proposals must be submitted by 10:00 AM CST on December 3, 2025, via email to valley.transit@appletonwi.gov or by mail to Valley Transit's address. The evaluation committee will conduct interviews and product demonstrations during the week of December 15, 2025, with an anticipated contract award in February 2026.

While no specific Disadvantaged Business Enterprise (DBE) goal has been established, DBE-certified vendors are encouraged to note their status in proposals. The procurement will be funded through City, County, State, and Federal taxpayer dollars, subject to Wisconsin Department of Transportation and Federal Transit Administration regulations. The contract will be a fixed-price agreement with a five-year term and three optional one-year renewal periods, which automatically extend unless either party provides 90 calendar days' written notice of non-renewal. Valley Transit is tax-exempt and requires vendors to exclude taxes from proposal pricing. The agency may withhold 10 percent of total Year 1 costs pending full acceptance. The selected vendor must provide initial training at no additional cost, ongoing product support during business hours, free security patches, and data export capabilities upon contract termination. While no specific budget range was disclosed, the comprehensive requirements suggest a significant investment in a robust fleet management software solution.