Scdmh vehicle management software

The South Carolina Department of Mental Health (SCDMH) is procuring a web-based commercial off-the-shelf (COTS) vehicle management software solution to replace its existing two-decade-old server-based platform. The software will manage the agency's fleet of 690+ vehicles across 43 statewide motor pools, supporting comprehensive fleet management functions including work order management, preventive maintenance scheduling, warranty management, accident management, motor pool reservations, equipment inventory tracking, and ad hoc reporting. Offerors must have successfully implemented their platform at a minimum of two agencies with similar-sized fleets and provide three current customer references. The software must be delivered as a Software as a Service (SaaS) solution with platform maintenance, updates, and documentation. Proposals were originally due January 10, 2022, with questions to be received by December 10, 2021. Responsive offerors were to provide live demonstrations tentatively scheduled for January 28 and February 1, 2022, via web conferencing. The contract term is one year with four one-year renewal options, with an estimated start date of February 25, 2022, and a maximum end date of February 24, 2027.

The solicitation does not specify any specific set-aside designations or restrictions on responding organizations. The contractor must provide virtual training for up to ten SCDMH staff within five business days of go-live, along with email and telephone technical support Monday through Friday, 7:00 AM to 7:00 PM ET, with a four-hour response time and 48-hour resolution commitment. Critically, the vendor must implement information security safeguards compliant with HIPAA and South Carolina data protection laws, and maintain cybersecurity insurance with limits of $5 million per occurrence and $10 million aggregate. Upon contract termination, the contractor must return all SCDMH data in an acceptable electronic format and destroy all data within 90 days upon request, providing a certificate of destruction. No specific funding source or exact budget amount was identified in the solicitation. The procurement is being managed by Charles Johnson from the SCDMH Procurement Office, with multiple award date extensions noted, ultimately pushing the final award posting to an indefinite date with prior notice to be provided to offerors.