Fleet Management System RFP

West Valley City Public Works Department is seeking a comprehensive Fleet Management Software System through a Request for Proposals (RFP) to support vehicle maintenance, operations, and reporting for its fleet of over 500 vehicles and equipment units across multiple departments. The procurement aims to select a vendor that can provide a system with core functional requirements including fleet data management, driver tracking, work order management, scheduling, parts inventory, fuel management, and robust reporting capabilities. Proposals are due on August 15, 2025, at 10:00 AM, with an anticipated contract award on October 14, 2025, and full implementation expected by July 1, 2026. The evaluation of proposals will be weighted across several key criteria: cost (40%), functional fit to requirements (30%), implementation and support (10%), vendor experience and references (10%), and reporting and analytics capabilities (10%). Proposers are required to submit their responses electronically through Utah.BonfireHub.com, with a preference for clear, concise proposals that fully address the city's detailed technical and operational requirements.

The RFP does not specify specific set-aside designations or restrictions on responding organizations. The selected contractor must maintain Commercial General Liability insurance with per occurrence limits of at least $3,000,000 and aggregate limits of at least $4,000,000. While no incumbent vendor is mentioned, the RFP suggests the city is looking to replace or upgrade an existing fleet management system. The document does not explicitly state a specific budget range or award value, but the comprehensive nature of the procurement and the large fleet size suggest a significant investment in the new software system. The procurement is specifically for West Valley City within Salt Lake County, Utah, and aims to improve fleet efficiency, ensure safety, and extend asset life cycles through modern management tools.