Cloud-Based Fleet Management Information System

The City of Murrieta is soliciting proposals for a comprehensive, secure, cloud-based Fleet Management Information System (FMIS) to centralize and streamline operations across all municipal departments. The system must deliver core functionalities including full asset and lifecycle management—tracking maintenance schedules, parts warranties, mileage, and total cost of ownership—as well as digital inspection workflows and proactive vehicle replacement planning. Seamless integration with existing third-party telematics platforms and fuel providers is mandatory, and the platform must be hosted in a secure cloud environment that meets industry-standard data protection requirements, including potential CJIS compliance for public safety fleet data. The selected vendor is expected to provide full professional services encompassing system migration, data conversion, and comprehensive staff training to ensure smooth adoption. The evaluation process prioritizes responsiveness to functional and IT mandatory requirements at 40%, followed by project approach, training, and support at 30%, experience in similar municipal implementations at 15%, and cost at 15%. The award will be made based on a trade-off analysis, not lowest price technically acceptable, allowing the City to select the proposal offering the best overall value. Proposals must be submitted as a single PDF via the PlanetBids portal by August 17, 2026, and include a two-page executive summary, company profile, audited financial statements, three municipal references, a completed function requirements matrix, cost file, and statement of compliance. The contract is structured as a fixed-price agreement with no specified monetary ceiling, and vendors must submit detailed pricing in structured Excel templates covering one-time and recurring costs. The City retains full authority over inspection and acceptance, with work only deemed complete upon its satisfaction that all deliverables meet professional standards, comply with applicable federal, state, and local laws—including California prevailing wage statutes—and integrate fully with existing infrastructure. Special requirements include mandatory commercial general liability insurance of $2 million per occurrence with completed operations coverage extending five years post-completion, and strict prohibitions on markup for reimbursable expenses. Subcontracting requires prior written approval, with all subcontractors held to the same compliance and insurance standards as the prime contractor. The City must be named as an additional insured on all policies. Proposers must disclose any exceptions to requirements, litigation history, or financial irregularities via the Statement of Compliance exhibit. No federal contract clauses, UEI/CAGE codes, or socioeconomic certifications are required, and the contract does not specify FOB terms, payment office details, or accounting codes. All performance will occur within Murrieta,