RFP 2027-002 Fleet Management Software

Union County, North Carolina is requesting proposals for web-based fleet management software implementation and support services under RFP 2027-002, with proposals due October 7, 2026 at 10:00 a.m. local time. The RFP carries no stated set-aside or preference program.

The scope includes software provision, data migration from the existing Hiperweb system, system configuration, employee training (both onsite and virtual), and ongoing maintenance and technical support. The County's fleet comprises 1,045 active assets and 1,058 inactive historical records, with 11 users holding data-entry rights and 4 view-only users. Required functionality spans asset management, work orders, preventive maintenance scheduling, parts inventory, fuel and mileage tracking, and cost reporting.

The cost proposal must itemize three components: total implementation cost including data conversion and migration, training costs, and total annual licensing fees. Vendors must explain their licensing model and how changes in asset and user quantities affect pricing, specifically addressing treatment of inactive assets and view-only users. Additional charges must be separately identified as one-time or recurring.

The contract term is three years with two optional one-year renewal periods at the County's discretion, subject to annual budget approval. No estimated total value is stated. Evaluation is weighted as follows: Company Background and Experience (15%), Proposed Software, User Ability, Project Team and Implementation Plan (50%), Maintenance and Support Program (20%), and Cost Proposal and Submittal Compliance (15%). The County reserves the right to award to multiple vendors and is not obligated to accept the lowest-cost proposal. The County may conduct vendor demonstrations and interviews during selection.

Required insurance includes Professional Liability of $1 million claims-made coverage and Network Security & Privacy Liability (Cyber) of $1 million claims-made with $3 million aggregate limits. Questions are due September 24, 2026 at 3:00 p.m. local time. Proposals must be submitted electronically as a single PDF document with a maximum file size of 30 MB. The procurement contact is Juan Rodriguez-Cruz, Union County Procurement Department, 704.283.3519, Juan.Rodriguez-Cruz@unioncountync.gov.