SEFS - Assetworks FY27 Fleet renewal

The State of Illinois Department of Innovation and Technology (DoIT) is issuing a sole source procurement notice for the FleetFocus annual enterprise subscription service from Assetworks, LLC. This is a service procurement for Software-as-a-Service (SaaS) Enterprise Asset Management (EAM) capabilities, specifically the FleetFocus system and MAXQueue Module PLUS subscription. The FleetFocus platform serves as the centralized fleet management and asset tracking system for the Illinois state fleet, enabling comprehensive data capture from vehicle acquisition through disposal, including maintenance schedules, repair records, labor optimization, and lifecycle cost analysis. The CMS Division of Vehicles requires this subscription to maintain operational continuity of critical fleet monitoring and management functions across the entire state vehicle fleet. The contract term runs from July 1, 2026, through June 30, 2027, with no renewal options. The due date for written comments or public hearing requests is May 1, 2026, at 2:00 p.m., with a public hearing scheduled for May 6, 2026, at 2:00 p.m. CST via WebEx (Chicago toll: 1-312-535-8110 or 1-415-655-0002; access code: 28661804104; password: Yn632u6qRS3). Written comments should be submitted to Dianne Richman at Dianne.Richman@illinois.gov or 217-622-1857.

This procurement is structured as a sole source award justified by the proprietary nature of FleetFocus software, which is exclusively owned by Assetworks, LLC with patent and copyright protections that prevent third-party support or maintenance. No set-aside designations or restrictions limiting organizational types are identified in the procurement documentation. Assetworks, LLC is identified as the incumbent vendor and current contractor providing the FleetFocus system to the State. The contract value is $370,514.85 for the single one-year term, and the State Purchasing Officer approved the sole source determination on April 15, 2026. The State conducted market research and awarded an RFP for alternative fleet management solutions; however, contract negotiations remain pending, necessitating one additional year of FleetFocus licensing to maintain system continuity during the implementation transition. Failure to approve this procurement would render the State incapable of tracking and monitoring its entire vehicle fleet, making this contract critical to prevent operational disruption.