Title:
Title
Contract: Fleet Management Software Maintenance and Support Services (Two-Thirds Vote Required)
End
FileID
File ID: 2018-01031
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) suspending competitive bidding in the best interests of the City; 2) approving an Agreement with AssetWorks, LLC for the purchase of FleetFocus M5 software subscription, maintenance and support services in an amount not to exceed $359,000 for the potential five-year term; and 3) authorizing the City Manager or the City Manager’s designee to execute the annual Agreement and renewal options provided that sufficient funds are available in the budget adopted for the applicable fiscal year.
Contact: Alison Crandall, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has used the AssetWorks, LLC FleetFocus M5 software for over 20 years for maintenance and repair services and asset management. There is an ongoing need for subscription, maintenance and support services through Assetworks, LLC as the software is proprietary to the company and to ensure the system is current and fixes can be made.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56 which authorizes City Council to suspend competitive bidding when, upon a two-thirds vote, it is determined that it is in the best interest of the City to do so.
Economic Impacts: None
Environmental Considerations: No environmental review is necessary because
the recommendations in this report involve the purchase of software is not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: Not applicable
Commission/Committee Action: None
Rationale for Recommendation: The Department of Public Works, Fleet Management Division is currently using the AssetWorks, LLC FleetFocus M5 software system and it requires an agreement for annual maintenance and support services. The system is a critical component of the City’s fleet operations and allows for additional modules to be added if additional needs are required. Replacement of the software would be very costly to the City. M5 is a proprietary software to AssetWorks, LLC and no other vendor can provide the required annual support and maintenance services. The Fleet Management Division recommends entering into an initial one-year agreement with four one-year renewal options with AssetWorks, LLC.
Financial Considerations: Sufficient funding exists in the Department of Public Works, Fleet Management Division’s Fiscal Year 2018/19 operating budget (Fleet Fund, Fund 6501) to purchase maintenance and support services through June 30, 2019. Purchases made after June 30, 2019, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): AssetWorks is not an LBE. The City’s LBE requirements did not apply to those agreements issued prior to November 19, 2013. The initial agreement with AssetWorks, LLC for FleetFocus M5 software (Contract 2009-1089) was executed on November 24, 2009.