RFP 27-27/GS software as service-asset management solution

The City of Hampton, Virginia is requesting proposals for a cloud-based Software-as-a-Service asset management system for the Department of Public Works Fleet Services Division, with proposals due October 20, 2026 at 11:00 AM EST via DemandStar or sealed submission to the Consolidated Procurement Division. The City has established subcontracting goals of 4.34 percent for minority-owned businesses (MBE) and 3.82 percent for women-owned businesses (WBE) on contracts of $100,000 and above, requiring use of Virginia Department of Small Business and Supplier Diversity certified vendors.

The solution must support approximately 1,600 fleet assets (light-duty vehicles, heavy-duty trucks, off-road equipment, and specialized equipment) with approximately 100 technician and shop personnel as active users and 100 additional individuals requiring view-only access. Core functionality includes preventive maintenance scheduling, technician productivity tracking, inventory management, fleet availability monitoring, lifecycle cost tracking, digital inspections, asset lifecycle management, Equipment Replacement Fund (ERF) planning, mobile capabilities, and executive dashboards. The platform must be cloud-hosted, browser-based, and mobile-compatible with role-based security, multi-factor authentication, audit trails, and encrypted data storage. The contractor must migrate data from current systems (Lucity and Asset Works), integrate with existing City enterprise systems, provide comprehensive training in multiple formats (instructor-led, train-the-trainer, online), supply a dedicated project manager, and deliver an implementation schedule, communication plan, and risk management plan.

The initial contract term is three years, potentially modified based on implementation timeline, with optional renewal periods of up to seven additional one-year terms. Required insurance includes general liability of $1,000,000 per occurrence, commercial automobile liability of $1,000,000 combined single limit, workers' compensation per Virginia statute, and cyber liability/technology errors and omissions of $2,000,000 minimum. Evaluation criteria assign 30 points to demonstrated understanding and technical approach, 25 points to solution suitability, 20 points to successful experience and capability, 20 points to cost/fees, and 5 points to minority/woman-owned business participation. No pre-proposal conference is scheduled.