Fleet Mgmt/Maint Coordination of Services

The Minnesota Department of Administration is requesting proposals for fleet management and maintenance coordination services for participating State agencies under RFP SWIFT Event No. G0210-2111118364, with proposals due October 6, 2026 at 3:00 p.m. Central Time. The State is encouraging small businesses, minority-owned businesses, women-owned businesses, businesses owned by persons with substantial physical disabilities, veteran-owned businesses, and service-disabled veteran-owned businesses to respond, with up to 120 preference points available for eligible targeted group, economically disadvantaged, and veteran-owned businesses.

The scope encompasses a secure, web-based fleet management platform supporting approximately 2,400 State-owned vehicles (passenger vehicles, light-duty and medium-duty trucks, heavy-duty trucks, construction equipment, trailers, and agricultural tractors). Core deliverables include maintaining a statewide network of qualified maintenance providers, coordinating repairs and maintenance services, administering vehicle warranties and manufacturer recalls, managing preventive maintenance programs, providing 24/7 roadside assistance and customer support available throughout Minnesota and the continental United States, collecting and reporting fleet information through configurable tools, providing VIN decoding and vehicle identification capabilities, conducting quality assurance activities, and delivering Total Cost of Ownership reporting and fleet analytics. Responders must demonstrate experience providing fleet management support to a minimum of three private or public organizations within the last three years, each operating fleets of at least 2,000 vehicles. The contractor must migrate current vehicle data within two months of award and maintain ATA coding standards for all invoices.

The estimated total dollar value is $1.5 million to $2 million annually, though the State does not guarantee minimum or maximum usage volumes. The anticipated contract term is January 2027 through December 2028, with options to extend up to an additional three years in increments determined by the State. Cost proposals must remain firm for 180 days from submission. Pricing uses a three-section structure: monthly vehicle enrollment fees by vehicle type, an invoice fee percentage for preventative maintenance and repair services, and optional pricing for fuel card integration, telematics system integration, fleet consulting, and fleet replacement intelligence tools.

Evaluation occurs in three phases: Phase 1 assesses responsiveness and pass/fail requirements; Phase 2 evaluates acceptance of State terms and conditions (100 points), mandatory specifications (pass/fail), narrative responses to mandatory and desired specifications (300 and 200 points respectively), accessibility (100 points), and cost detail (300 points), plus up to 120 preference points for eligible businesses. Evaluation and selection are anticipated by the end of December 2026. The State reserves the right to award to a single or multiple responders based on best value determination. Questions are due September 23, 2026 at 2:00 p.m. Central Time to Allyson Youngquist at allyson.youngquist@state.mn.us. Amendment 1 replaced the sample contract document F-533 on September 15, 2026. All submissions must be made exclusively through the SWIFT Supplier Portal; non-electronic and email responses will not be accepted.