Motor Pool Management System

The State of Missouri, Office of Administration, Information Technology Services Division is requesting bids for a cloud-based Motor Pool Management System to support fleet management operations across state locations, with bids due August 19, 2026 at 2:00 p.m. Central Time through MissouriBUYS.

The scope covers a SaaS solution to dispatch, reserve, and manage up to 5,500 licenses for state motor pool vehicles. The system must support automated vehicle reservation and check-in/check-out via web-based interfaces and keyless entry or key kiosk management. The contractor must integrate with state systems including daily Human Resources and Department of Revenue interfaces to validate active employee status and driver's license validity, and provide automated billing exports to the state financial system. All state data must be hosted solely within the United States with encryption at minimum AES-256 for data at rest and TLS 1.3 for data in transit. Service availability must reach at least 99.5% monthly uptime. Technical support must be available Monday through Friday from 7:00 a.m. to 7:00 p.m. Eastern Standard Time with an eight-hour response time. The contractor must provide on-site training for up to eight Fleet Management representatives and ongoing software maintenance including patches and updates at no additional cost.

Bidders must demonstrate a minimum of five years' experience in fleet management and two years of direct motor pool experience; government or large-quantity motor pool experience is preferred. Contractor personnel must pass background checks equivalent to state employee requirements. The contractor must maintain cybersecurity insurance with minimum coverage of $5,000,000 per occurrence.

The contract period is one year from award, with the state retaining options to renew for two additional one-year periods. Pricing shall be firm and fixed on a per-asset or per-unit basis as applicable, quoted in U.S. dollars. Payment terms are Net 45 days, FOB Destination to 4720 Scruggs Station Road, Jefferson City, Missouri 65109. An incumbent contractor currently operates under contract CT230728001. Contact Procurement Buyer Steven Autrey at Steve.Autrey@oa.mo.gov or Tiffanie Meyer at tiffanie.meyer@oa.mo.gov or (573) 522-2032 for questions.