Fleet Management System

North Dakota seeks a fleet management system to centralize vehicle dispatch, tracking, reporting, and maintenance workflows for state employees.

Vehicle and asset tracking with QR code dispatch via cell phone or desktop application
Maintenance management including scheduling, service history, alerts, and tracking routine maintenance
Driver management with capability to assign vehicles and capture driver details
Reporting and analytics for vehicle performance, costs, miles, and hours
Integration and automation for real-time customizable reports and maintenance alerts
Mobile access for drivers and managers to update logs, inspections, and report damage with images
Automated travel log capturing information identified in Attachment D
System for State Manager to add new users
Description of user roles, functions, and permissions
Detailed description of licensing or subscription model and coverage
Process for adding licenses/subscriptions during contract term
Co-terming of additional licenses/subscriptions
Strategy for accomplishing professional services
Provision of a Project Manager during implementation
Company's project management methodology and how it aligns with state framework
Strategy for accomplishing project management requirements with examples of tools and templates
Expectations from the State related to each deliverable or milestone
Draft schedule with timeline, resources, predecessors, and no constraints
Detailed number of State staff required, including roles, tasks, and weekly hours
Acknowledgement of review and adherence to ND PMO Schedule Best Practices
Acknowledgement of review and execution of Technology Contract – Attachment C
Acknowledgement of review and provision of requested information in draft Statement of Work (SOW)
Description of any end user licensing agreements required
Acknowledgement that all costs are included in the cost proposal
Acknowledgement that all hourly rates are included in the Cost Proposal
Description of value-added features with separate cost listing
Solution must authenticate state users by integrating with State's Azure Active Directory and/or Active Directory
Publicly accessible services must be served under the State's nd.gov domain name
Detailed architecture description including technology stack, network, storage, and diagrams
Description of solution's integration points and external dependencies
Solution's ability to provide high availability
Solution's ability to be enhanced for changing business and technical requirements
Solution's ability or limitations for future migration upon service termination
State must have access to all provided data at any time (API, SQL, batch export, etc.)
Controls for data classification and safeguarding sensitive/confidential data
Practices and procedures for Electronic Discovery of records/data and legal positions on subpoenas/jurisdiction
Indication if solution uses Artificial Intelligence (AI) and Machine Learning (ML) technology
Description of AI/ML model name, owner, purpose, domain, training data, information, inputs/outputs, performance metrics, optimal/poor conditions, bias, and test data (if AI/ML is used)
Description of FedRAMP, HITRUST, or GovRAMP/StateRAMP authorization status or plans
Controls for measuring and meeting regulatory requirements and certifications, including scanning/testing reports and schedules
Controls for managing operational logs for troubleshooting and regulatory compliance
Controls to ensure privileged users cannot perform unauthorized activities
Ability to configure and implement session timeout due to inactivity
Proposed solution's privacy and consent controls
Detailed description of hosting location, geographical distribution, and third-party host name
Data center operational controls, policies, and relevant audit reports (SSAE SOC 2 Type II or ISO 27001)
Backup procedures including off-site storage, encryption, and restore testing frequency
Practices and procedures for managing/monitoring data retention schedules and purging/archival
Options for the State to run application security scanning software against the hosted solution
Controls, tools, and procedures for natural disasters and business continuity, including RPO and RTO
Minimum 60-day warranty for the proposed solution
Description of offered warranty period and coverage
Differences between warranty benefits and software maintenance benefits
Suggested warranty language for incorporation into the Contract
Any warranty exclusions
Confirmation that all costs associated with warranties are outlined in the Cost Proposal
Technical support options for inquiries and maintenance support
Service level agreements for the proposed solution and service level credits
Availability of documentation for system administrator and end users
Location of support staff call center
Support hours
Meeting response times listed in Technology Contract – Attachment C and available reports for validation
Help desk employees’ qualifications
Description of initial training and start-up services, including onsite training costs
Description of ongoing training programs
Inclusion of training and travel costs in cost proposal
Detailed description of how software maintenance is handled
When the State will be required to pay for maintenance prior to first production use and payment process
Upgrades and technical support included with software maintenance
Any software maintenance requirements
Process for issuing maintenance releases and patches
Major and minor release cycles, including frequency of upgrades
Typical down time required for major and minor upgrades
Estimated level-of-effort required to perform an upgrade
Process for upgrading and applying patches to solution
How customizations or configurations are maintained during an upgrade
Controls and processes to detect, report, and resolve service disruptions, including scheduled outages
Account representative experience with products and services
Vendor process for handling customer inquiries and response time
Ongoing product updates and strategic planning
Reports related to technical support performance
Website for sales and customer support
Successful implementation of proposed solution for at least one government entity for at least 12 months
Number of years offeror has provided work requested in RFP, specific experience, project descriptions, timeframes, and customer contact information
List and detailed description of similar projects provided to governmental entities
General background information: name, address, telephone, email of offeror (including d/b/a's), years in business, office locations, and company prospectus
Narrative or organizational chart describing proposed project team
Information for key project team members: anticipated work, estimated hours, resume/description of relevant education/experience, and job description/minimum qualifications for vacant positions

$500,000 – $2,000,000

RFP issued: March 11th, 2026

Deadline for Submission of Questions and Objections: March 25th, 2026, by 2:00pm CT

Solicitation Amendment with Responses to Questions issued approximately (if required): April 2nd, 2026

Deadline for Receipt of Proposals (Solicitation Closing): April 10th, 2026, by 2:00pm CT

Initial evaluation completed by approximately: April 24th, 2026

Demonstrations: April 29th-May 2nd, 2026

Proposal Evaluation completed by approximately: May 6th, 2026

IT Review/TPRM Assessment, approximate: May 9th, 2026

Negotiations: May 9th, 2026 - June 8th, 2026

Notice of Intent to Award issued approximately: June 8th, 2026

Secretary of State Registration: Prior to Contract Signing

Contract executed approximately: June 17th, 2026

North Dakota Department Of Health And Human Services

Organization overview and procurement intelligence available on paid plans.

The state seeks a vendor to provide a comprehensive fleet management system to standardize vehicle operations and streamline dispatching processes. The solution should enable efficient tracking of vehicle usage, including time and mileage logged by state employees.

Key requirements include an IT solution that manages vehicle dispatch and return, with capabilities for dispatch using a state-issued cell phone via a scannable QR code or a similar method tied to specific vehicles, as well as desktop application dispatch options. The system must be able to assign vehicles to drivers by capturing essential information such as operator ID, name, department, city, contact details, and license expiration date.

The platform should provide mobile applications for both drivers and managers, enabling real-time log and inspection updates, the ability to report vehicle damage or unserviceability with image uploads and narrative descriptions, and generate customizable real-time reports. Automation of workflows, such as maintenance alerts, is also desired to optimize fleet operations.

Overview

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