Fleet Management Consulting Services

The Consolidated City of Indianapolis and Marion County Department of Public Works is requesting proposals for fleet management consulting services with proposals due October 2, 2026 at 12:00 pm, and questions due September 22, 2026. The City has established MBE/WBE/VBE/DOBE participation goals of 15%, 8%, 3%, and 1% respectively. Additionally, vendors must complete a nepotism compliance declaration under Indiana Code Chapter 36-1-21 and submit an RFP exception sheet documenting any deviations from the City's standard terms and sample professional services agreement.

The scope spans three phases: Phase I (Data & Triage), Phase II (Fleet Management Strategic Plan), and Phase III (Succession, Governance, & Policy). The City operates a fleet of approximately 5,200 vehicles managed through DPW's Fleet Services Division with an annual operating budget of approximately $37.6 million, two repair garages, approximately 80 technicians, and approximately 32,000 work orders annually. No incumbent contractor currently provides these services.

Pricing shall be submitted as a total fixed price for all three phases combined, with itemized labor hours by task, hourly rates, and any material or equipment costs. The contract term is anticipated as one year, subject to negotiation and availability of funding, with potential renewal by mutual agreement. The City does not guarantee minimum or maximum service quantities.

The Extended Price Sheet indicates the City anticipates multiple municipal agencies may require these services and requests vendors indicate willingness to extend identical services to other City agencies under the same terms. Vendors must specify whether they will extend proposed pricing to political subdivisions throughout Indiana, whether freight differentials apply outside Marion County, and whether they agree to provide quarterly reports on participating subdivisions.

Evaluation criteria are cost (30%), capability (40%), experience/stability (20%), and diversity participation (10%). The City will not conduct a mandatory bidders' conference but may require post-proposal discussions and presentations. Insurance requirements include Commercial General Liability ($1 million per occurrence), Auto Liability ($1 million combined single limit), Excess/Umbrella Liability ($1 million), Worker's Compensation at statutory rates, and Employer's Liability coverage. Contractors must maintain E-Verify compliance, debarment and suspension certifications, and non-discrimination provisions. Contact Kyle Willis at (317) 327-4641.