Title:
Title
Contract Supplement No. 1: Fleet Management Software Maintenance and Support Services
End
FileID
File ID: 2019-00538
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion authorizing the City Manager or City Manager’s Designee to execute Supplement No. 1 to Contract No. 2018-1740 with Assetworks, LLC for the purchase of equipment and maintenance of the Capital Asset Management module, increasing the contract amount by $138,247 for a revised total contract not-to-exceed amount of $497,247.
Contact: Alison Kerstetter, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Contract Supplement No. 1
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division has a requirement to purchase Fuel Island Controller Units for existing fuel islands to ensure proper functionality of the gas pumps. The Capital Asset Management module software support will also be billed through the Assetworks contract (Contract No. 2018-1740).
Policy Considerations: City Code 3.56.290(A)(3) requires City Council approval for any contract supplement that increases the contract amount to more than 10% of the original contract price.
Economic Impacts: None
Environmental Considerations: No environmental review is necessary because the recommendations in this report involve the purchase of equipment and software maintenance and are 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: On December 18, 2018, City Council passed Motion No. 2018-0409 awarding a five-year contract to Assetworks, LLC for the purchase of Fleet Management Software and Maintenance Support Services. Since the contract was awarded, Fuel Island Control Units for existing fuel islands have been determined to be outdated. Also, Fleet Management learned that the annual maintenance costs for the Capital Asset Management module would be added to the existing Assetworks invoices paid under Contract No. 2018-1740. Fleet Management has determined that the current contract authority will be exhausted prior to the end of the contract term and recommends approval of Contract Supplement No. 1 to avoid any disruption in service.
Financial Considerations: Sufficient funds are available in the Department of Public Works FY2018/19 operating budget (Fleet Fund, Fund 6501) to execute Contract Supplement No. 1 with Assetworks, LLC increasing the not to exceed amount by $138,247 over the term of the contract. 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. On December 18, 2018, City Council suspended competitive bidding for the Assetworks contract in the best interests of the City.