Fleet Maintenance Management System

Northside Independent School District (NISD), the fourth-largest public school system in Texas and located in Bexar County, is soliciting sealed bids for a cloud-based Fleet Maintenance Management System through Request for Proposal 2026-068. The system must centralize vehicle maintenance, parts inventory, lifecycle management, and compliance reporting across five bus depots while managing 965 total assets, including 14-71 passenger school buses, 900 Chevrolet Suburbans, 50 Chevrolet Malibus, and 10 shop trucks. Key deliverables and objectives include a comprehensive dashboard with role-based access, automated work order scheduling triggered by mileage or engine hours, parts and inventory control with barcode scanning capabilities, fuel management integration with Syntech FM Live, and mobile technician functionalities. Pricing proposals must be itemized to include initial startup costs for historical data transfer and software training, annual software subscription fees, user login costs, and any additional service fees. The District will evaluate proposals based on purchase price (30%), extent to which goods meet District needs (25%), quality of goods and services (15%), long-term cost (10%), other relevant factors (10%), reputation (5%), and past relationship with District (5%). Sealed proposals are due Thursday, April 9, 2026, at 10:30 AM (CT) through the Bonfire portal, and the contract will be valid for one year from Board of Trustee approval with four optional one-year renewal periods.

All proposals must include comprehensive documentation, including Company Information (Form A), Pricing and Service Affirmation (Form B), Price Sheet (Form C), Certificate of Insurance (Form D), Vendor Certification Form, EDGAR Compliance Certification, Conflict of Interest Questionnaire, Certificate of Interested Parties (Form 1295), and signed copies of all addenda. The District has not designated set-aside restrictions for disadvantaged enterprises in the available documentation. The selected vendor must demonstrate SOC 2 Type 1 compliance within six months of award and SOC 2 Type 2 compliance within twelve months, provide 24/7 technical support or dedicated account management, supply a sandbox demonstration environment, and enter into a Data Privacy Agreement with NISD. The system must integrate with existing Syntech FM Live fuel management infrastructure. No incumbent vendor or budget range is specified in the available documentation; however, the District reserves the right to award to a single respondent, multiple suppliers, or on a line-item basis based on best value determination, and may conduct vendor demonstrations or interviews at its discretion.