RFP 27-27/GS SOFTWARE AS SERVICE–ASSET MANAGEMENT SOLUTION

REQUEST FOR PROPOSALS - NON-PROFESSIONAL SERVICES
ISSUE DATE: SEPTEMBER 21, RFP #: 27-27/GS NGIP CODE: 20900, 92000
2026
DATE/TIME OF CLOSING: BUYER NAME: COMMODITY: SOFTWARE AS
OCTOBER 20, 2026 AT 11:00 AM GARY SIGHTLER SERVICE - ASSET MANAGEMENT
EST SOLUTION
THE CITY OF HAMPTON ("CITY") IS SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO PROVIDE AN
ASSET MANAGEMENT SYSTEM/SOFTWARE SOLUTION FOR THE DEPARTMENT OF PUBLIC WORKS FLEET
SERVICES DIVISION.
ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A B C D (Please initial)
ACKNOWLEDGE RECEIPT OF ADDENDUM (S): 1 2 3 4 (Please initial)
Pre-Proposal Conference - N/A
OFFEROR NAME:
COMPETITIVE NEGOTIATION. This Request for Proposals ("RFP") is subject to the competitive negotiation
provisions outlined in Virginia Code 2.2-4302.2. In addition, the City requires that proposals be sealed. Sealed
proposals will be received in the Issuing Office until Closing Date and Closing Time as specified in this solicitation
including any addenda issued by this office. Bids will also be received electronically only via DemandStar
(www.demandstar.com). Proposals received by telephone, email, facsimile, or any other means of electronic
transfer will not be accepted. The City of Hampton is not responsible for late delivery by the United States Postal
Service or any other courier. All inquiries for information regarding this RFP are to be directed to the Issuing Office
as defined herein.
THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as "the City", reserves the right to accept
or reject any and all proposals in whole or in part and waives any informality in the competitive negotiation process.
Further, the City reserves the right to enter into any one or more contracts deemed to be in its best interest. The
entire contents of the RFP, and addenda, offeror's proposal and negotiated changes shall be incorporated by
reference into any resulting contract.
The City of Hampton does not discriminate against faith-based organizations or against a bidder or offeror
because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law
relating to discrimination in employment in the performance of its procurement activity.

Offeror Information:
Name of Offeror: Address:
Phone Number: Fax Number:
Email Address: State Corporation Commission ID:
______________________
City of Hampton Business Prof. License Tax No.:
Federal Tax Identification Number: ___________________; OR Social Security Number (Sole
Proprietor):________________
NOTE: Numbers identified as social security numbers will be redacted in public documents.
Business Classification:
Is Offeror a "minority" business? Yes No
African American Hispanic American Native American Asian American
Other; Please Explain: ______________________________________________________
Is Offeror Woman Owned? Yes No
Is Offeror a Small Business? Yes No
Is Offeror a Faith-Based Organization? Yes No
Is Offeror a Disabled Veteran Business? (for informational purposes only) Yes No
Check One: INDIVIDUAL PARTNERSHIP CORPORATION LLC
State in which Registered or Incorporated _____________________________
By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the
conditions set forth above, in the Proposal Terms and Conditions, and General Terms and Conditions as
described in Attachment A.
Authorized Signature: Date:
Printed Name: Title:
Issuing Office: Wherever used in this Request for Proposal, the Issuing Office Will Be:
Gary Sightler, Director of Procurement Phone: 757-727-2206
Consolidated Procurement Division
1 Franklin Street, Suite 345 Email: gary.sightler@hampton.gov
Hampton, Virginia 23669
Wherever used in this Request for Proposal, the City Contract Administrator will be:
Nestor Sosa, Fleet Services Superintendent Phone: 757-727-6136
City of Hampton Fleet Services Email: nestor.sosa@hampton.gov
413 North Armistead Ave
Hampton, Virginia 23669
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I. BACKGROUND
A. Hampton, Virginia
Hampton is an independent city located in Virginia. It is on the southern end of the Virginia
Peninsula, bordering the Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles
of that is land and 84.4 miles is water, with a total population of more than 137,000.
The City boasts a strong military and technology presence. The nation's first air base, Langley Air
Force Base, is home of the First Fighter Wing and continuing to add new missions. As Joint Base
Langley-Eustis, it contributes nearly $4 billion a year to the regional economy. NASA Langley
Research Center, where America's first astronauts were trained, is a major center for aviation
research. In addition, the National Institute for Aerospace, run by a consortium of universities,
conducts research on both manned and unmanned systems. The most recent research center is
Huntington Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to focus
on military and business applications for underwater drones. Virginia Tech has an expanded research
center focused on seafood and aquaculture and opened an office and lab space as part of its Center
for Coastal Studies.
In addition to these advanced research centers, higher education opportunities include Hampton
University, a pre-eminent HBCU that offers 90 programs; the Virginia Peninsula Community
College; Old Dominion University's Peninsula Center; and Bryant & Stratton College.
The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton
Veteran's Administration Medical Center, the Hampton University Proton Therapy Institute for
specialized cancer treatment, centers affiliated with Riverside Regional Medical Center and the
Children's Hospital of the Kings' Daughters, as well as military and retiree care at the Langley base.
Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet,
Amsec, Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty
Source, Old Point National Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has
employees at another Hampton location (in addition to the Unmanned Center). Tourism is also an
important economic driver.
The City is situated between two airports, each less than 15 miles from downtown: Norfolk
International Airport and the smaller Newport News/Williamsburg International Airport.
Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other
cities with populations greater than 100,000. Hampton Roads now has a population of 1.8 million
and is the 37th largest metropolitan region in the nation.
The city's public school system has been recognized nationally, and the city's government has been
recognized for its flooding resilience programs, transparency, use of technology to benefit residents,
and extensive citizen engagement.
Hampton is a welcoming and diverse city - large enough to provide a wide variety of festivals, music,
arts and culture - but small enough that people know their neighbors. Hampton is more than 400
years old (the oldest continually occupied city in the original 13 Colonies) and has a rich history.
Approximately half of the residents are African-American, and 37% are white, with the remainder
split among multiple races and other categories. About 6% of the population is Hispanic. Additional
demographic data may be accessed by the hyperlink: http://hampton.gov/90/Demographics
City of Hampton Page 3 of 49

B. PROJECT BACKGROUND
The City is seeking proposals from qualified firms to provide, implement, configure, support and
providing training for a comprehensive, cloud-based Fleet Operations Management Platform for
the Public Works Fleet Services Division.
The City maintains a diverse fleet consisting of light-duty vehicles, heavy-duty trucks, off-road
equipment, trailers, emergency response vehicles, and specialized equipment such as lawnmowers
and trailers supporting multiple City departments.
At present, approximately 100 technicians and shop personnel are anticipated to use the new
Asset Management solution and approximately 100 other individuals are expected to view vehicle
information/status. There are approximately 1600 assets, including vehicles and equipment,
managed by Fleet Division.
The Offeror selected for award of the contract ("Contractor") shall provide an integrated platform
to manage the complete lifecycle of fleet assets, data integrity, regulatory compliance, reporting
capabilities, and long-term replacement planning.
The City desires a commercial-off-the-shelf solution that provides the necessary functionality
required by the Fleet Services Division.
The Contractor shall provide a fully integrated fleet management solution that will provide the
following project objectives:
* Automate preventive maintenance scheduling.
* Track technician productivity/time.
* Provide inventory management and purchasing related functions.
* Track fleet availability.
* Track labor, parts, fuel, and equipment lifecycle costs.
* Provide executive dashboards and operational reporting.
* Support data-driven fleet replacement planning.
* Support Equipment Replacement Fund (ERF) planning and forecasting.
* Provide mobile capabilities for technicians and supervisors.
* Provide customer communication link / data access for departments.
* Provide integration capabilities with existing City enterprise systems.
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II. PROPOSAL TERMS AND CONDITIONS
A. Contract Documents. This RFP, its addenda(s), Offeror's proposal, any additional information
requested, negotiated changes, and the final awarded contract will constitute the final contract
hereafter referred to as the "Contract". These documents will be incorporated by reference into the
City Purchase Order(s) related to the Contract. The Contract shall be governed by the contract
documents in the following order of precedence:
1. The final negotiated Contract
2. The RFP, its attachments, and its addenda
3. Any negotiated changes to the foregoing documents
4. Offeror's proposal
In the event that there is a Conflict between this RFP, its attachments and addenda, Bidder's Bid, or
any related documents and the final negotiated Contract, the final negotiated Contract shall
supersede and control.
B. Copies of Contract Documents. If Offeror is awarded the Contract, Offeror will receive electronic
copies of all documents. All original documents will be maintained at the Issuing Office. If Offeror
requires a certified copy of any document to which Offeror is entitled, the Issuing Office will
accommodate that request.
C. Proposal Binding for One Hundred Twenty (120) Days. Offeror agrees that its proposal shall be
binding and may not be withdrawn for a period of one hundred twenty (120) calendar days after the
scheduled closing date of this RFP.
D. Proprietary Information/Non-Disclosure. Offeror is advised that the Virginia Public Procurement
Act (Section 2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all
records submitted by Offeror.
* Offeror may invoke the protections of 2.2-4342 of the Code of Virginia to protect trade secrets,
proprietary information and other confidential information provided by the Offeror:
i. Invoke the protections of this Section prior to, or upon submission of, the data or
other materials.
ii. Provide a statement that identifies the data or other materials to be protected and
that states the reasons why protection is necessary.
iii. Submit trade secrets or other proprietary information under separate cover in a
sealed envelope clearly marked "PROPRIETARY".
iv. References to the proprietary information may be made within the body of the
proposal; however, all information contained within the body of the proposal
shall be public information in accordance with State statutes.
v. An all-inclusive statement that the entire proposal is proprietary is unacceptable.
A statement that Offeror's costs and/or proposal pricing are to be protected is
unacceptable. Offeror will be requested to remove any such statement(s) in order
to be eligible for further consideration.
* The City reserves the right to submit such information to the City Attorney for concurrence of
the Offeror's claim that it is in fact proprietary. Information submitted that does not meet the
above requirements will be considered public information in accordance with the VFOIA.
D. Offeror Obligation. Offeror shall carefully examine the contents of this RFP and any
subsequent addenda(s). Failure to do so shall not relieve the Offeror of its obligation to fulfill the
requirements of any contract awarded as a result of this RFP.
E. Conditions of Work. Offeror shall inform itself fully of the conditions related to services
required herein. Failure to do so will not relieve an Offeror of the obligation to furnish all goods
and/or services necessary to carry out the provisions of the Contract.
F. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this
solicitation. Other Public Bodies may utilize any contract(s) issued pursuant to this solicitation
by placing its own order(s) directly with the Contractor(s) awarded the Contract(s). The City of
City of Hampton Page 5 of 49

Hampton acts only as the issuing agent and is not responsible for placement of orders, payment or
discrepancies of other participating Public Bodies.
G. Offeror Representations and Acknowledgements. The attached "Offeror Representations and
Acknowledgements" at Attachment C to this RFP, shall be executed by Offeror and is to be
submitted with Offeror's Proposal. The requirements set forth on said form shall be considered to
be binding terms and conditions in any contract resulting from this RFP. A contract will not be
awarded to an Offeror who has not signed the Offeror Representations and Acknowledgements.
City of Hampton Page 6 of 49

III. SCOPE OF WORK/STATEMENT OF NEEDS
The Contractor shall provide all labor, software, licensing, implementation, configuration, project
management, training, documentation, support, and maintenance necessary to implement a complete
Fleet Operations Management Platform.
To the greatest extent possible, the City seeks a solution that will provide integrations with other
solutions that may be or will be used in the future.
The proposed software solution and related services should include, but not be limited to, the
following:
A. Software Implementation
The Contractor should provide the following actions related to implementation of the proposed
solutions:
* Configure and deploy a cloud-based Software-as-a-Service (SaaS) solution
* Configure workflows & approval levels
* Configure preventive maintenance schedules
* Configure notifications
* Configure user roles and permissions
* Configure security settings
* Configure business rules
* Configure dashboards
* Configure reports
* Assist the City with implementation planning
* Conduct system testing
* Provide production deployment assistance and training
B. Data Migration
The Contractor shall migrate all available fleet-related information from the City's current
system, Lucity and other historical data from Asset Works.
Data migration shall include, but not be limited to:
* Fleet assets
* Historical work orders
* Titles
* Fuel history
* Employee information
* Odometer history
* Photos
* Preventative maintenance schedules
* Parts inventory/integration with solution and services currently provided by an
outside contractor for the City
* Vehicle specifications
* Maintenance history
* Vendors
* Labor history
* Technician information
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* Engine hour history
* Manuals
* Equipment specifications
* Documents
* Fuel transactions
* Warranty information
* Meter readings
* Document or record attachments associated existing system information
* Registrations
The Contractor shall identify data quality issues and provide recommendations for cleansing and
validation prior to migration.
C. Fleet Maintenance Management
The proposed solution should provide a comprehensive maintenance management solution that
includes, but is not limited to, the following:
* Electronic work order management
* Corrective maintenance
* Preventive maintenance
* Campaign management
* Recall management
* Technician scheduling
* Labor tracking
* Shop scheduling
* Work order prioritization
* Vehicle downtime tracking
* Warranty tracking
* Warranty recovery
* Vendor repairs
* Outside repair tracking
* Repair history
* Digital repair approvals
* Cost tracking by repair
* Cost tracking by vehicle
* Cost tracking by department
D. Preventive Maintenance (PM) Management
The proposed solutions should provide the following functionality:
* Generate PM work orders
* Support multiple PM schedules
* Track PM compliance
* Notify supervisors of overdue PMs
* Track inspections
* Support mileage-based PMs
* Support engine-hour PMs
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* Support calendar-based PMs
* Notify departments of upcoming maintenance
* Automatically schedule preventive maintenance
* Support seasonal equipment maintenance
E. Digital Inspections
The proposed solution should support customizable electronic inspections including:
* Technician inspections
* Annual inspections
* DOT inspections
* Fire apparatus inspections
* Custom inspection forms
* Electronic signatures
* Photo attachments
* Defect tracking
* Driver Vehicle Inspection Reports (DVIR)
* Automatic work order generation from inspection deficiencies
F. Asset Lifecycle Management
The proposed solution should maintain a complete lifecycle history for every asset and include:
* Acquisition tracking
* Asset specifications
* Maintenance history
* Fuel history
* Accident history
* Warranty history
* Recalls
* Campaigns
* Registration tracking
* Insurance information
* Photos
* Manuals
* Disposal tracking
* Replacement history
G. Equipment Replacement Planning (ERF)
The City places significant importance on long-term fleet replacement planning. The proposed
solution should support:
* Equipment Replacement Fund (ERF) tracking
* Annual contribution tracking
* Replacement reserve balances
* Capital replacement forecasting
* Five-year replacement plans
* Ten-year replacement plans
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* Budget forecasting
* Funding gap analysis
* Replacement cost estimation
* Executive replacement reports
* Replacement prioritization
* Replacement scoring based upon:
Age
o
Mileage
o
Engine hour
o
Maintenance costs
o
Downtime
o
Mission criticality
o
Department priority
o
H. Inventory Management
The proposed solution should support:
* Multiple warehouse locations
* Multiple shop inventories
* Barcode support
* Bin locations
* Serialized inventory
* Tire inventory
* Fluid inventory
* Core tracking
* Warranty tracking
* Inventory adjustments
* Inventory transfers
* Minimum and maximum stock levels
* Automatic reorder notifications
* Cycle counting
* Physical inventory
* Vendor pricing
* Purchase history
* Parts issue directly to work orders
I. Purchasing and Procurement
The proposed solution should support:
* Purchase requests
* Purchase Orders
* Receiving
* Vendor quotations
* Vendor management
* Contract pricing
* Invoice tracking
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