Title
Fleet Management Information System - Requirements Contract Recommendation (Ordinance S-43970)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with AssetWorks LLC (AssetWorks) to provide software maintenance and support for the M5 Fleet Management Information System in an amount not to exceed $850,000 over the life of the contract. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Public Works Department utilizes AssetWorks as the system of record for approximately 7,300 citywide fleet vehicles and equipment items, excluding the Public Transit and the Aviation Departments. This system is essential to manage vehicle maintenance records throughout the life of the asset from acquisition, including all maintenance activities, until the vehicle is salvaged. The Public Works Department has used AssetWorks since 2002 and has more than 15 years of data recorded in the system.
AssetWorks is used worldwide for fleet maintenance to capture and record vehicle activities. Annual subscription pricing, including system support, is fair and competitive within the industry.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of a Determination Memo citing the unusual nature of the goods and services that require a specific vendor for consistency and training.
Contract Term
The term of the contract will begin on or about Dec. 1, 2017, and end on Nov. 30, 2018. The contract will include options to extend the term up to four years, in increments of up to one year, which may be exercised by the City Manager or his designee.
Financial Impact
The aggregate value of the contract will not exceed $850,000, with an estimated annual expenditure of $170,000. Funds are available in the Public Works Department's budget.
...Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.