Title
Maintenance Agreement - M5 Software - Contract Recommendation (Ordinance S-49128)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with AssetWorks, Inc. to provide software maintenance for the M5 fleet asset management system. Further request authorization for the City Controller to disburse all funds related to this item. This contract will have an aggregate value of $436,765.
Report
Summary
The Public Works Department uses the AssetWorks M5 fleet asset management system as the system of record for approximately 7,800 citywide 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 15 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 normal competition was waived via a determination memo citing sole source. AssetWorks is the manufacturer of the M5 fleet asset management system.
Contract Term
This contract will begin on or about Dec. 1, 2022 for an initial two-year contract term, with one option year for a total contract term of three years.
Financial Impact
This item will have an estimated annual expenditure of $145,588 with a total aggregate value of $436,765.
Funding is 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.