Fleet Motor Pool Electronic Key and Asset Control System

Location:	Ohio
Posted:	Feb 2, 2026
Due:	Feb 17, 2026
Agency:	State Government of Ohio
Type of Government:	State & Local
Category:	63 - Alarm, Signal, and Detection Systems 71 - Furniture
Solicitation No:	SRC0000036097
Publication URL:	To access bid details, please log in.

Solicitation ID:	SRC0000036097
Solicitation Name:	Fleet Motor Pool Electronic Key and Asset Control System
Original Begin Date:	2/2/2026 3:40:49 PM
Begin Date:	2/2/2026 3:40:49 PM
End Date:	2/17/2026 4:30:00 PM
Inquiry End Date:	2/12/2026 12:00:00 PM
Commodity:	Fleet management services
MBE Set Aside:	MBE Set Aside
Agency:	DAS105000 General Services Division GSVC
Solicitation Status:	Open for Bidding
Solicitation Type:	Request for Quote (RFQ)

Solicitation General Information

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

Solicitation ID

SRC0000036097

Solicitation Name

Fleet Motor Pool Electronic Key and Asset Control System

RFx Type

Request for Quote (RFQ)

Lot #

Solicitation Status

Open for Bidding

Round #

MBE Set Aside

Begin Date

2/2/2026 3:40:49 PM (ET)

Amendment?

End Date

2/17/2026 4:30:00 PM (ET)

Inquiry End Date

2/12/2026 12:00:00 PM

Summary

Predecessor Contract

Process

The State of Ohio - Department of Administrative Services (DAS) is soliciting for a fleet motor pool electronic key and asset control system for managing vehicle keys, fleet operations cards, and associated fleet assets. The system must be a current production model and include all required hardware, API interface, licensing, and services necessary for implementation and operation at the time of delivery. Please see attached specification document for all specifications and requirements to be meet.

Please include the total cost of all components in the required grid. Completion of the grid is required and will be considered as part of the response for evaluation.

Completion of the questionnaire, including submission of required documents, is required and will be considered as part of the response for evaluation.

Instructions for Supplement A (State IT Policy, Standard and Service Requirements)

Supplement A Response – State IT Policy, Standard and Service Requirements: The supplier must include a fully completed copy of Supplement A and follow the completion instructions contained in the supplement.

The State Standard Terms and Conditions apply to this solicitation.

Suppliers may not include any additional terms and conditions on their detailed quote.

Selection will be based on the lowest responsive and responsible quote.

DAS may execute a written contract with the awarded supplier.

All responders to this solicitation must be fully registered as a Supplier to do business with the State of Ohio. Please follow all steps below to be fully registered.

To register as a Bidder, navigate to https://ohiobuys.ohio.gov and click the OhioBuys Log In and follow the instructions to sign in or create an account. Registering an OhioBuys account will allow you access to view and respond to solicitations in OhioBuys.

All suppliers should register as a Payee at https://ohiopays.ohio.gov/. OhioPays is the system where businesses and individuals monitor payments and update their profile when needed.

Suppliers must be properly registered with the Ohio Secretary of State by navigating to https://www.ohiosos.gov/businesses/

At its sole discretion, DAS may renew these services for up to three additional one-year term(s) subject to the satisfactory performance of the selected supplier and the needs of the State.

Ship To

P002150 DAS GSD FLEET MANAGEMENT 4200 Surface Road Columbus

Contracting Entity

DAS105000 General Services Division GSVC

1 Record(s)

0 Record(s)

Solicitation Documents

Keywords

Reset

Title	Type	Att.	Validity End Date	Validity End Date
Standard Terms and Conditions	Public Solicitation Documents (Approved)	Standard_T_C_3-31-25 (3).pdf
Supplement A	Public Solicitation Documents (Approved)	Supplement_A_-_State_IT_Policy_Standard_and_Service_Requirements_20240710.docx
Specifications Document	Public Solicitation Documents (Approved)	RFQ Specification_for_Fleet_Motorpool_Electronic_Key_and_Asset_Control_System final.pdf

3 Record(s)

Attachment Preview

Fleet Motor Pool Electronic Key and Asset Control System

1 – SPECIFICATIONS AND REQUIREMENTS

1.1 – SCOPE

The State of Ohio (“State”) is seeking to purchase a fleet motor pool electronic key and

asset control system for managing vehicle keys, fleet operations cards, and associated

fleet assets. The system must be a current production model and include all required

hardware, API interface, licensing, and services necessary for implementation and

operation at the time of delivery.

The State will be utilizing a custom designed reservation portal, designed in-house, that

must interface with the fleet motor pool electronic key and asset control system via an API

interface. The solution must support an API interface as specified in the software

specifications section of this document.

The system will be used to manage fleet motor pool operations, including key reservations,

key control, and access to fleet vehicles and related assets for State operations. The

solution must support secure key storage, secure storage of fleet operations credit cards,

user authentication, key reservation scheduling, transaction and usage logging, reporting,

and administrative controls. The system must be scalable to support current and future

fleet growth and be compatible with standard motor pool and fleet management practices.

All system components (hardware and software) must be the latest model and version

available at the time of delivery and include all current updates and engineering changes.

Any deviations from these specifications must be clearly stated in writing.

Any items or features normally provided as standard for this type of system, or any

regulatory or security requirements omitted or stated in error within these specifications,

shall be included by the manufacturer or bidder at no additional cost.

1.2 – WARRANTY

1.2.1 – STANDARD WARRANTY

Unless an extended warranty is purchased, the manufacturers or contractor’s standard

warranty shall apply. The warranty must, at a minimum, include the following:

A. System Hardware: Minimum 12 months from date of acceptance

B. Software and Firmware: Minimum 12 months, including updates and patches

Page 1 of 8

C. System Support and Defect Resolution: Coverage for defects in materials,

workmanship, and system performance

1.2.2 – EXTENDED WARRANTY

If extended warranty or maintenance agreements are available, they must be described

with terms and pricing and submitted as a separate attachment to the bid. Extended

warranties and maintenance options must not be included in the bid pricing. The State may

elect to purchase these options under the contract at its discretion.

1.3 – SPECIFICATION CONFIRMATION AND EXTRA ACCESSORIES

Any delivered system that does not conform to these specifications will be rejected. Any

extra equipment, licenses, or accessories provided beyond those specified and approved

in the contract resulting from this RFQ will not be accepted.

1.4 – ORDERING REQUIREMENTS / LIMITATIONS

Certain system features, licenses, or components may be available only in combination

with other options or subject to specific ordering requirements or limitations. All such

requirements must be clearly identified in the bid. Once awarded, the contractor must

deliver the system as ordered, with no additional costs beyond the stated price.

1.5 – SPECIFICATION REQUIREMENTS

The specifications listed below are intended to define the functional requirements of the

fleet motor pool electronic key and asset control system. Proprietary designs, specific

technologies, or restrictive features must not preclude acceptance of other recognized

alternatives that meet or exceed comparable performance requirements, as determined by

the State.

All components not specifically mentioned that are necessary to provide a complete, fully

functional system, or normally furnished as standard equipment or services, must be

provided by the contractor. All components must conform to industry standards for quality,

durability, cybersecurity, and workmanship. All equipment, software, and materials must

be new and unused.

Any deviations from the specifications that provide equivalent or superior performance

must be clearly listed. Failure to comply may render the bid non-responsive. The bidder

must specify in its bid the total delivered cost for the system.

The specifications required for system hardware, software, and consumables are set forth

below.

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1.5.1 - HARDWARE SPECIFICATIONS

A. Ability to secure a quantity of 32-288 vehicle keys and fleet fuel cards.

B. Expandability. Ability to add additional units to increase capacity at a later date

C. Power Supply: Input AC100-240V

D. Cabinet Material: Powder Coated 16-gauge Steel

E. Mounting: Wall or Cabinet Stand Mount

F. Multiple Access Options PIN, Biometric, Proximity Cards

G. Panel Style: Keys are locked in place until released by the system.

H. Communications: Ethernet/WIFI

I. Certifications: CE, FCC, UL, RoHS

J. Multi-system Networking Link multiple systems throughout the organization. Keys

and users can then float across multiple key systems for added convenience,

storage and reporting.

K. Emergency Key Mapping In the event of complete power loss, Emergency Key

Mapping service will allow the download, straight to a smartphone, the exact

location of every key in the cabinet.

L. Digital Camera (optional) For added security, every transaction on the Key System

is photographed and time/date stamped for identity verification.

M. Manual removal of keys. In the event of a power outage or loss of internet

connectivity, there must be a solution for the removal of the keys and fuel cards

N. Unique Serial number on FOB. Each key FOB or Holder must have a unique serial

number and system must be able to detect its presence in the key box. When a key

FOB is moved from one location to another, box must be able to recognize its new

location in the box.

O. During returning the key user should be able to submit the mileage of a vehicle.

This feature should be configurable to be turned on and off.

P. American Manufactured backed by dedicated U.S. based support team.

1.5.2 – SOFTWARE SPECIFICATIONS

A. Web-Based Administration. Easily manage your key inventory, users and

permissions, monitor system activity in real time, run detailed reports.

B. Data Exchange and Control. API that will enable functions such as managing user

access, controlling key permissions, retrieving audit trail data, and potentially

interacting with the key checkout and return processes programmatically.

C. Integration with Existing Systems. An API that allows connection from the key

management system with other platforms and software, such as dealership

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management systems (DMS), enterprise resource planning (ERP) systems, or other

custom applications.

D. An API must have following capabilities

1. Create User, Update User, Delete User.

2. Change PIN of a user.

3. Associate Key FOB with a vehicle. Create, Update and delete functions.

4. Name or Tag a key FOB/Vehicle association with Year Make and Model for easy

identification of a vehicle.

5. Create a reservation for the key and assign a PIN to retrieve a key from the box.

6. Get the list of keys along with their location in the box.

7. All create/update and delete API calls must update the box immediately.

E. Customized Reporting. Run detailed reports on inventory visibility and staff

accountability

F. Email SMS/Alerts. Receive email/text alerts of important activity

G. Database – SQL Express 2008,2012,2014 & 2016 or newer

H. Supported Platforms – Windows IoT Enterprise LTSC 21H2 operating system,

Windows 10 or similar. Windows Server 2019 or newer.

I. Control access. Define who can access each asset, when, how many, and for how

long

J. Electronic verification of every key transaction

K. Monitor activity in real time, view a complete transaction history, any additional

data the system tracks.

L. Mobile App. Quickly search inventory and view current asset status. See who

currently has a key and contact them directly. Transfer ownership of keys in the field

with verified auditing. Reserve assets at a specific date and time. View an interactive

map to see asset or vehicle location. Scan Smart Tags attached to assets to identify

unlabeled keys and view asset information.

M. Data storage. All customer data must be stored in servers physically located in the

United States of America. Azure Cloud Native and Azure Servers, Amazon Web

Services (AWS) cloud or similar.

1.5.3 – CONSUMABLES

The contractor must also provide, as needed, associated replacement consumable items

for the system, such as pouches that hold the fuel cards, FOBS, key rings, and any other

items that would not fall under the required warranty above. Each bidder must provide a list

of such associated replacement consumables and their pricing with its quote. This pricing

will not be part of the evaluation of quotes, but is a part of the contract.

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2 – GUIDELINES FOR QUOTE SUBMISSION

2.1 – QUOTE SUBMISSION

In responding to this RFQ, bidders must complete the item grid and provide a separate,

detailed quote that itemizes the cost of all of the requirements in this RFQ. The detailed,

separate quote must not include any additional terms, conditions, or requirements. If any

such additional terms, conditions, or requirements are included on the detailed quote,

they are considered stricken and of no force and effect.

2.2 – BIDDER INQUIRIES

Inquiries regarding this RFQ can be made any time during the inquiry period listed on the

RFQ cover sheet. The State may not respond to any improperly formatted inquiries. The

State will try to respond to all inquiries within 24 hours, excluding weekends and State

holidays.

2.3 – PROPRIETARY INFORMATION

All quotes and other material submitted will become the property of the State and may be

returned only at the State’s option. Proprietary information should not be included in a

quote because the State will have the right to use any materials or ideas submitted in any

quote without compensation to the bidder. Additionally, all quotes will be considered

public records after the contract has been awarded.

2.4 – WAIVER OF DEFECTS

The State has the right to waive any defects in any quote or documents submitted by a

bidder. The State will only do so if it believes that it is in its best interest and will not cause

any material unfairness to other bidders.

2.5 – REJECTION OF QUOTES OR RFQ CANCELLATION

The State may reject any quote that is not in the required format, does not address all of the

requirements of this RFQ, or that the State believes is excessive in price or otherwise not in

its best interest to consider or to accept. In addition, the State may cancel this RFQ, reject

all submitted quotes, and seek to do the work through a new RFQ or other means. The

State may reject any quote if the bidder takes exception to the terms and conditions of this

RFQ.

3 – EVALUATION OF QUOTES

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Fleet Motor Pool Electronic Key and Asset Control System

Attachment Preview

See also