Title
Maintenance Agreement - M5 Software Contract - RFA 26-FSD-026 Request for Award (Ordinance S-52315) - Citywide
Description
Request to authorize the City Manager, or the City Manager's designee, to enter into a contract with AssetWorks Inc. to provide software maintenance for M5, the City's fleet asset management system for the Public Works Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $1,582,275.
Report
Summary
The Public Works Department uses AssetWorks M5 fleet asset management system as the system of record for approximately 8,000 fleet vehicles and equipment, excluding the Public Transit and 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 20 years of data recorded in the system. AssetWorks is used worldwide for fleet maintenance to capture and record vehicle activities.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition, Sole Source. AssetWorks Inc. is the manufacturer of the M5 fleet asset management system.
Contract Term
The contract will begin on or about December 1, 2025, for a five-year term with no options to extend the term.
Financial Impact
The aggregate contract value for will not exceed $1,582,275. Funding is available in the Public Works Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Ginger Spencer and the Public Works Department.