Scdmh vehicle management software

The South Carolina Department of Mental Health (SCDMH) is soliciting bids for a web-based vehicle management software solution to support its statewide network of mental health centers, veterans nursing homes, and behavioral health hospitals. The agency requires a comprehensive commercial off-the-shelf (COTS) platform capable of managing approximately 690 vehicles across 43 motor pools, with capabilities including vehicle account creation, work order management, service scheduling, motor pool operations, accident/incident reporting, and records management. The software must be accessible across desktop computers, tablets, and mobile devices running Windows, Apple, and Android platforms. Bidders must demonstrate successful implementation at a minimum of two agencies with similar-sized fleets and provide virtual training for up to ten staff members using Teams or Zoom. The procurement timeline included a May 10, 2021 deadline for questions, with initial proposal submissions due by May 21, 2021, at 3:00 PM EST. Following several amendments, the final submission deadline was extended to June 30, 2021, with an anticipated award date of June 30, 2021. The contract term is structured for one year with four potential one-year renewal options, spanning from May 7, 2021, to May 6, 2026.

The solicitation includes provisions for South Carolina resident contractor and resident subcontractor preferences, which must be claimed by line item. Bidders are required to be registered as a South Carolina vendor and must identify their entity type (sole proprietorship, partnership, corporate entity, etc.). A comprehensive Security Assessment Questionnaire is mandatory, requiring bidders to demonstrate robust information security practices, including access control policies, disaster recovery planning, and data protection measures. Acceptable evidence includes third-party certifications such as ISO/IEC 27001, AICPA SOC 2 (Type 2), or SOC 3 reports. While no specific funding source or budget cap was identified in the solicitation, the contract includes five line items representing annual service pricing, with costs to be all-inclusive of licensing, initial training, and maintenance. The selected vendor will be responsible for platform hosting, providing certificates, patches, updates, documentation, and data backup throughout the contract period, with an obligation to return SCDMH's data in an acceptable electronic format upon contract conclusion. Notably, the procurement ultimately resulted in a cancellation, terminating the entire procurement process.