Attachment "A" Fleet Management Features and Components

Transcription

1 Attachment "A" Fleet Management Features and Components (Check "YES" or "NO" to availability of listed components that the current version of your software solution will or will not provide. If any items are marked as "NO", please provide comments and timelines if they will be available in future versions and additional costs, if applicable) F1.0 Feature/Components YES NO Comments Provide field for vehicle description (flat bed, dump, utility box) F1.1 Attach a file photo to inventory record. F1.2 Rental reports for past rental history. F1.3 Rental vehicle reservation and charge out to departments. Life to date maintenance costs on main vehicle inventory F1.4 screen. F1.5 Year to date mileage and maintenance cost report. F1.6 F1.7 Vehicle and Equipment replacement screen that calculates and charge departments for replacement amounts. View dept. budgeted amount for maintenance and replacement for each vehicle. F1.8 Maintenance cost report highest to lowest. Attached scanned document (vendor invoice) to work F1.9 order. F2.0 Have accessory equipment tabs under each main vehicle inventory e.g. a blower on a sewer cleaning truck.

2 F2.1 Able to split class to analyze same model year repair costs. F2.2 Report total fleet miles for specified period of time. Field for vehicle equivalency calculator to calculate F2.3 needed labor hours for fleet. F2.4 Adaptive PM schedules---e.g. the system can predict frequency of PM s based on time/mileage and adjust expected frequency in system. F2.5 F2.6 F2.7 F2.8 Itemized PM scheduled for individual components. e.g, engine oil and miles or 3 months, transmission oil and or filter at 30K or 2 years, gear oil change etc. Also need to include add-on components such as PD Blowers, mounted generators and the likes that have their own hour meter that can be updated in the system and also generate PM s. Our goal is to meet exact manufacturer service guidelines. PIC boxes for selectable/searchable fields. We should limit the ability to misspell. Query repair history when new work orders are created or on demand and sorted by labor or part description. E.g. If work order created for engine overheating, the system will indicate any other recent cooling system repair to the same equipment. This indication should be obvious to the person writing the work order as well as the person working on the equipment. Parts reporting. Be able to research any parts ever charged to the vehicle, be searchable by category or name.

3 F2.9 F3.0 Parts---be able to query fleet inventory and report which vehicles use a specific part. How many active vehicles use or have used a oil filter. Report total cost per component type per vehicle/dept. Also report when average maintenance costs exceed expected amount. F3.1 F3.2 F3.3 F3.4 Live tracking of work pending/being performed/completed with an option to schedule upcoming jobs to each tech. Need to see incomplete work as well, such as jobs waiting on parts with indicator when parts have arrived. Customer notification when jobs are completed with notes of work done and parking location. Ability for Technician to insert comments/labor entry on work orders. Common tasks should be in drop down PIC boxes--- adjust spot lamp and labor times should auto populate for common jobs. e.g. PM-A service and BIT Inspection 1.5hrs. Ability to mark pending job with priority marker to move up the pending list. Should also be a field for special instructions or comments from Service Advisor about the job. F3.5 F3.6 F3.7 Status tracking---track how much actual time was spent working on job, waiting on parts, waiting in queue. Needs to be searchable by veh. #, mechanic #, class, dept. #. Communication to IFAS. IFAS to fleet or fleet to IFAS, including parts inventory. All electronic billing to departments for parts, labor, rental vehicles, and misc. charges

4 F3.8 Paperless work orders F3.9 Spell check when entering work order comments F4.0 Mobile note books for each mechanic All general fleet maintenance/accounting reports to capture F4.1 costs F4.2 F4.3 Fields that show warranties and open recalls/tsb s/service letters. Ex. Paint on patrol car roof s. Power train and basic warranty information too. Ability to see part inventory number and location on work orders. F4.4 Ability to place parts orders from mobile device. F4.5 F4.6 F4.7 F4.8 Fleet Management Software must be licensed based on a specified number of active vehicle equipment units- with UNLIMITED USERS Fleet Management Software must provide ability for realtime interaction with external systems through a customizable scripting environment. Fleet Management Software must be capable of tracking an unlimited number of equipment units and supporting an unlimited number of workstations from any number of locations. Users must be able to access all authorized Fleet Management Software functions, regardless of other Fleet Management Software activities occurring at any other workstations.

5 F4.9 F5.0 Fleet Management Software must protect against possible loss of data, which might result from simultaneous update of the same information from more than one workstation. All functions, which update data tables, must occur online, in real time, with no deferred batch processing- this includes the Fuel System. F5.1 F5.2 F5.3 F5.4 Fleet Management Software must support entry of data from other systems via batch process of files (e.g. Excel). Fleet Management Software must support batch entry of files of input transactions generated from another system (e.g updates for fuel cards/ commercial work); the update processing occurs while the input transaction file is processed, with no other deferred processing. Fleet Management Software must require no duplicate keying to post data to separate functional areas. Fleet Management Software must support the ability to use mobile notebook for workload entries. F5.5 F5.6 F5.7 Fleet Management Software must provide the ability to identify fields that were not completed by an error message to the user and edit field- and tab-level security on-screen. Vendor must provide a telephone number for Customer Support / Technical Support. The vendor must demonstrate ongoing and active investment in research and development to improve their product's performance.

6 F5.8 F5.9 F6.0 Vendor must show history of significant enhancements to their Fleet Management Software. These enhancements must include improving the functional capabilities of software and developing new user interfaces to facilitate data entry and display. Major product releases should be at most every 12 months, with minor releases in between. Vendor must provide on-site implementation and assistance as needed for the successful implementation of the application. F6.1 Reports, please provide a list of standard report options. F6.2 Ability to Copy and Paste. Ability to record multiple asset property tags and salvage F6.3 value to one vehicle. Ability to access software on mobile Notepad or Laptop, provide response if additional licenses are required at a F6.4 cost. TECHNICAL REQUIREMENTS (Check "YES" or "NO" to availability of listed technical requirements that the current version of your software solution will or will not provide. If any items are marked as "NO", please provide comments and timelines if they will be available in future versions and additional costs, if applicable) Technology YES NO Comments T1.0 T1.1 The software must be capable of producing pre-defined reports related to work order and other fleet management activity. The software must be capable of producing reports based on user-defined criteria.

7 T1.2 T1.3 T1.4 T1.5 T1.6 T1.7 T1.8 T1.9 The software must allow for trained City staff to develop new reports and make modifications to existing reports. The software system must include a query manager that can be used for query building, data export, and posting. The software must be capable of creating file formats (e.g. ASCII and/or CSV files) that accommodate data import/export between all aspects of the Fleet Management system. The software system must offer web services to allow external programs access to features within the application. The system should allow for the creation of a web-based interface. Web services must check / apply any business rules defined in the database. Web services must offer real-time interaction with the database. Web services should adhere to the business rules of the system so as not to compromise existing data. Employ a fully relational database that allows data to be manipulated, linked, and queried. T2.0 Easily perform activities with context-sensitive menus. Ability to disable fields, define fields as required, change T2.1 field titles, and associate default values.

8 T2.2 T2.3 T2.4 T2.5 T2.6 T2.7 T2.8 The software must allow for a wide range of user access control and security that can vary by module and security level from read-only access to complete insert/edit/delete capability anywhere in the software system. The system must allow the creation of a profile for each individual user. This profile must specifically detail the access rights and security privileges as defined by the system administrator. The system must also provide an audit trail of modifications and/or transactions executed by a particular user. The solution must provide single password validation integrated with Active Directory. Ideally, the solution will provide single sign-on where username and password credentials are obtained automatically from Active Directory, therefore not requiring users to have to enter their username and password each time they enter the Fleet Management solution. The solution ideally will support MS-SQL 2008 as the database. If MS-SQL is not supported, it is required that the solution either be hosted and maintained by the vendor OR the vendor must offer full support to manage, maintain and upgrade, troubleshoot, and resolve issues with the solution deployed in the City environment. For self-hosted solutions (i.e. solution hosted at the City), the system must be fully supported running in a virtual server environment. Compatible with Dell servers running Windows 2008 R2 Server operating system (64-bit preferred). Compatible with MS-SQL Server 2008 R2 (64-bit preferred).

9 T2.9 T3.0 T3.1 T3.2 T3.3 T3.4 V1.0 Compatible with Web servers running Microsoft IIS version 7. Compatible with VMWare ESXi for virtualization environment. Integrate with Active Directory 2003 in native mode for all directory services. Compatible with Web browsers running Internet Explorer 7 and Internet Explorer 8. Compatible with Client computers running Windows XP and Windows 7 operating systems. Compatible with Client computers running MS-Office 2003 and MS-Office 2007 (with plans for MS-Office 2010). Vendor Support Warranty, Support, and Maintenance of implemented solution. V1.1 Provide On-site installation and training. V1.2 Provide Support via Telephone. V1.3 Provide Support via . V1.4 V1.5 Support via Internet, including the ability to submit and track the status of issues via the Internet. Are you willing to place your source code with a third party software escrow service in the event of bankruptcy or default