Fleet Management Information System (FMIS) Implementation

Solicitation No.

RFP F26-462

Type / RFx

RFP

Status

Bidding

Level

city

Published Date

—

Due Date

July 30, 2026

NAICS Code

541512AI guide

Jurisdiction

City of Sunnyvale Procurement Bids and RFPs

State

California

Agency

City of Sunnyvale Procurement Bids and RFPs

A. INTRODUCTIONThe City of Sunnyvale (the “City”) invites qualified firms to provide a comprehensive, all-in-one solution for a Fleet Management Information System (FMIS). This Request for Proposals (RFP) is for Commercial Off-the-Shelf ("COTS") software, including but not limited to configuration, data migration, and training services. The software will be used by City staff in the Department of Public Works.Fleet Division currently maintains over 650 vehicles and various pieces of equipment. Fleet Division uses Fleet Focus 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 the Fleet Division as it is the system of records for all work performed on the City’s vehicles and equipment that the division maintains.The proposed solution shall be a commercially available, fully supported Commercial Off-the-Shelf (COTS) solution currently in production at multiple public sector agencies of comparable size and complexity. Beta, pilot, or developmental software will not be accepted. The City 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 RFP includes functional and technical requirements to serve as a guide to the City’s needs; however, proposer shall have:1. Standard processes for the development of software products and related services.2. A policy, system, or manual including quality software processes and procedures.3. Documented processes to control the product design and development process, including, but not limited to,a. Life cycle model(s) to organize software development projects.b. Software development procedures.c. Configuration management to identify and track software products and components, including versioning and to control documents, data, computer code, and other software items.d. Traceability of requirements through design, testing, and implementation.e. Reporting, investigation, and correction of software defects (“bugs”) or nonconformities, and other quality issues, including change requests.f. Software Development Plans.g. Design Reviews.h. Change Control.i. Verification of software products and data that are provided by third parties and built into the software product.4. Documented processes to prevent unauthorized or unintentional changes and alterations, as well as protection from virus infection.5. Documented processes to control how software products and items and versions are stored and protected, to prevent loss or damage from unauthorized access, changes, and retrieval.6. Documented processes for regular back-ups, and storage of such in a protected and redundant environment.7. The proposer shall maintain a documented Secure Software Development Lifecycle (SSDLC) including vulnerability management, penetration testing, code review, and annual third-party security assessments.B. PROJECT BACKGROUNDThe City of Sunnyvale seeks to replace its software used to manage work orders for the maintenance of City fleet vehicles and other City managed equipment.The City has been using a commercially available work order product which has been upgraded over the past few years; however, it does not solve for planned maintenance and inspections, asset tracking and other current City needs. Pre-Bid Meeting Information: No Online Q&A: Yes Location Information: Department: Purchasing Address: 456 W. Olive AvenueSunnyvale, California94086 County: Santa Clara

1. July 30, 2026Responses Due