TThe County of Santa Clara (County) is seeking proposals from qualified vendors to provide a Vehicle Fleet Management Information System (FMIS) software and services solution for the County’s Facilities & Fleet Department (FAF), Vehicle Fleet Management Division. Fleet currently maintains over 3,200 vehicles and pieces of equipment, of which approximately 1,840 are part of the County Fleet and the remainder belonging to outside customers such as Roads & Airports and VTA (Valley Transportation Authority). Fleet Management uses AssetWorks Fleet Maintenance Information Software for cost tracking, fuel tracking, repair tracking, maintenance scheduling and history, parts inventory, tire management, vehicle information, warranty tracking, and work order management. It is a critical part of Fleet as it is the system of record for all work performed on the many vehicles that Fleet maintains. Since the incumbent vendor’s (AssetWorks: https://www.assetworks.com/) contract expires 6/30/2024, FAF prefers to train on, implement, and go-live with this RFP’s selected vendor and solution preferably by the end of June 2024, but NLT September 2024. This RFP may result in a single award or multiple awards. It is the County’s intent to award a contract with an initial term of three years with an option for the County to renew for additional two years, unless terminated earlier or otherwise amended. The County will consider On-Premise, Private/Hybrid Cloud Hosted, or Vendor Hosted Solution also termed interchangeably as SaaS (Software as a Service) or (CSP) Cloud Service Provider. The County prefers the On-Premise and Private/Hybrid Cloud Hosted Solution. The proposed solution must be a proven base system. The County is not interested in beta systems or purchasing professional services to design and develop a system. The solution must meet the business, functional, and technical requirements as defined in this RFP. The County will hold a pre-proposal conference on the date and time specified in Section III.A, Schedule of Events, of this RFP. A teleconference line will be provided. Unless stated that a conference is mandatory, attendance in the pre-proposal conference is highly recommended.
