Fleet Management SaaS (FMS)

The Agency for Community Transit (ACT) in Madison County, Illinois, is conducting a Request for Information (RFI) to procure a modern, SaaS-based fleet and facilities maintenance system to replace their legacy Transman (TMT) system from 2003. The procurement seeks a comprehensive software solution that supports approximately 30 active users managing over 200 assets across multiple operational shifts. Key system requirements include web-based work order and inspection capabilities, integration with existing systems like Fleetwatch fuel management, Geotab telematics, UKG Ready payroll, and NetSuite financials, and robust functionality for preventive maintenance forecasting, asset life cycle planning, and workflow optimization. The RFI requires vendors to demonstrate system capabilities through detailed responses to 35 specific questions, focusing on facilities maintenance, fleet maintenance, IT/hosting, training, and project management domains. Vendors must provide technical details, examples, screenshots, and integration proofs without including any pricing information. The RFI response deadline is November 7, 2025, at 12:00 PM CST, with ACT planning to use these responses to refine an upcoming Request for Proposal (RFP) targeted for early 2026.

The RFI does not specify explicit set-aside designations or restrictions on responding organizations. The current technology environment requires integration with existing systems including Fleetwatch fuel management, potential Geotab telematics, UKG Ready payroll, and NetSuite financials. The system must support a minimum of 30 users, provide a sandbox environment, offer train-the-trainer programs, and include a data migration strategy for over 20 years of historical data. Technical requirements include a SaaS-hosted environment, API integration capabilities, single sign-on functionality, 24-hour support, and a minimum 3-year warranty and maintenance agreement. While no specific budget range is mentioned, the RFI emphasizes the need for a comprehensive solution that can reduce manual processes, streamline workflows, and provide advanced reporting and asset management capabilities. The procurement appears focused on selecting a vendor that can provide a robust, flexible, and user-friendly fleet management software solution that meets ACT's comprehensive operational needs.