SEFS - Assetworks FY26 Fleet Renewal

The State of Illinois, specifically the Department of Innovation and Technology (DoIT), is pursuing a sole source procurement for an annual enterprise subscription to FleetFocus software from Assetworks, LLC, covering the period from July 1, 2025, to June 30, 2026. The procurement is for an Enterprise Asset Management (EAM) Standard License that includes Crystal Reports Server, KPI/Dashboards Module, MAXQueue Integration Module, and other software features critical for the CMS Division of Vehicles to track and manage the state's entire vehicle fleet. The contract will enable comprehensive tracking of vehicle information from acquisition through disposal, supporting the management of approximately 12,500 existing assets with plans to import an additional 60-80,000 new assets. The sole source justification stems from FleetFocus being a proprietary product owned by Assetworks, which prevents third-party maintenance or modification. While the state is simultaneously conducting an RFP to potentially transition to a new fleet management solution, this procurement ensures continued access to the current system for historical records and data migration. The proposal response is due by May 21, 2025, and interested parties must submit any written comments or hearing requests by May 16, 2025, at 4 p.m.

The contract does not specify explicit set-aside designations or restrictions on responding organizations. The current incumbent vendor is Assetworks, LLC, and the existing technology infrastructure requires integration with the state's current fleet management systems. The total contract value is $352,809.06, funded by state appropriated funds, with pricing models ranging from $15-$50 per vehicle per month. Market research suggests the pricing is competitive within industry standards. The procurement is structured as a one-year term with no renewal options, indicating the state's intent to potentially transition to a new solution in the near future. The contract will support the ongoing management of the state's vehicle fleet by providing critical tracking, reporting, and asset management capabilities through the FleetFocus software platform.