This Request for Proposals (the “RFP”) is an invitation by the Corporation of the City of Kitchener (the “City”) to prospective proponents to submit proposals for Fleet Management System Software Replacement, as further described in Section A of the RFP Particulars (Appendix B) (the “Deliverables”).  

In 1998, city staff developed a software system to manage, track and report on the City's fleet.  This system was called FLINT.  The FLINT system has been integral to the data collection of fleet assets and maintenance programs that are critical for a formalized asset management program and Capital Replacement process.  With the ability to alter the programming in-house, FLINT was also adapted to support the environmental audit process allowing the Kitchener Fleet to become compliant to the ISO 14001 Standards for Environmental Management Systems.  

After twenty-six (26) years of supporting Fleet operations the FLINT Software is coming to end-of-life and is due to be replaced. The current system is integral for the City of Kitchener Fleet to remain in compliance with the Highway Traffic Act as it pertains to preventative maintenance schedules and annual safety programs.  Additionally, FLINT manages the internal chargeback system which is the financial basis of Fleet's operating budget. 

The purpose of this RFP is to solicit proposals from qualified proponents who can demonstrate that they possess the organizational, functional and technical capabilities to provide a solution to manage the City’s fleet that meets both regulatory and operational requirements. The City is interested in proposals that provide either On-Premise or Cloud-Based SaaS (Software as a Service). The proponent will implement a technology solution, provide training, project management services and post implementation support.