Mount Rogers Community Services is seeks proposals from qualified providers of Fleet Management Software to include: tracking devices and peripherals.

Mount Rogers Community Services is requesting proposals for a comprehensive fleet management and GPS telematics solution covering approximately 200–225 vehicles, with proposals due October 1, 2026 at 4:00 p.m.

The scope encompasses cloud-based fleet management software, real-time GPS tracking at 5-second data intervals, telematics hardware with 4G LTE and dual-SIM connectivity, electronic logging devices (ELDs), dash cameras, and mobile applications (iOS and Android) for driver and administrator access. The solution must support light-, medium-, and heavy-duty vehicles including electric vehicles; monitor vehicle parameters including fuel level, tire pressure, battery voltage, and engine diagnostics; and integrate with payroll, HR, dispatch, ERP, and fuel management systems. Additional requirements include routing and optimization, maintenance scheduling, driver training and compliance tracking, Hours of Service (HOS) compliance for US and Canada, Driver Vehicle Inspection Reports (DVIR), and comprehensive reporting and analytics. Desired optional features include AI dash camera integration, asset tracking, inspections, APIs, Microsoft Entra ID SSO, and Power BI compatibility.

Security and technical standards are mandatory: SOC2 Type 2 certification, SSL encryption with 256-bit AES, TLS 1.2 protocols, FIPS 140-2 compliance, and SSO support via Microsoft Entra ID and SAML. Vendors must demonstrate experience with nonprofit and community services organizations, particularly Virginia Community Services Boards (CSBs) or similar state-funded behavioral health, disability, and substance abuse organizations, and provide three references from comparable-sized organizations with $50 million or greater budgets.

Evaluation criteria (100 points total): Scope of Work Requirements (30 points), Ease of Functionality (25 points), Total Cost (20 points), Implementation & Support (15 points), and Vendor Experience & Reference (10 points). Proposals must include detailed pricing breakdowns by annual licenses, software modules, third-party integrations, annual support and training, and one-time implementation fees with first-year and five-year cost projections. Contract is effective upon execution for the project duration. No pre-bid conference will be held. Inquiries should be directed to Procurement Officer Jessica Money at jessica.money@mountrogers.org or (276) 223-3200 x3279.