Agenda Item Wording:
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Fleet Maintenance Management Software - Authorize the City Manager to award a 5-year sole-source contract in the amount of $124,044.84 to AssetWorks LLC. for annual maintenance and support of the Fleet Focus software.
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Deadline for Action: 12/18/2023
Submitting Department: Public Works
Contact Name and Phone Number:
Nick Bartsch, Public Works Director, nick.bartsch@visalia.city, 713-4052
Department Recommendation:
Staff recommends that Council authorize the City Manager to award a 5-year sole-source contract in the amount of $124,044.84 to AssetWorks LLC. for annual maintenance and support of the Fleet Focus software.
Background Discussion:
In 2000, the Fleet Division began using Fleet Focus maintenance software owned by AssetWorks LLC. This software is used to maintain the records of all City of Visalia-owned vehicles and equipment that the Fleet Maintenance Division maintains. The software is used to document all services performed and the costs associated with those services. Those costs are then charged to each department’s allocation for those services. The existing system is functioning well, and if the City were to transition to a new system, it would require substantial time, effort, and additional cost. Due to the ongoing performance of the existing AssetWorks system, the IT, Finance and Public Works Divisions recommend continuing to utilize the current AssetWorks’ Fleet Focus software.
Annual maintenance renewal agreements need to be entered into to keep the City of Visalia eligible for updates and assistance/support as needed.
Year 1 - (11/1/23 - 10/31/2024): $20,665.77 (Paid)
Year 2 - (11/1/24 - 10/31/2025): $22,319.03
Year 3 - (11/1/25 - 10/31/2026): $24,327.74
Year 4 - (11/1/26 - 10/31/2027): $26,760.52
Year 5 - (11/1/27 - 10/31/2028): $29,971.78
Total: $124,044.84
Fiscal Impact:
Funding for this service is budgeted within the Fleet Maintenance Division (5012).
Prior Council Action:
Prior contracts have been awarded in accordance with the City’s Purchasing Policy, and under the City Manager’s discretion. Due to the increase in costs, the proposed 5-year contract now exceeds this limit and is therefore now being brought to the City Council for approval.
Alternatives:
Competitively select a software vendor to perform these services via a Request for Proposals (RFP) process through the City’s Purchasing Department. (The existing system is functioning well, and changes would require a substantial transition from one system to another. Due to these reasons, transitioning to an alternative system is not recommended at this time.)
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award a 5-year sole-source contract in the amount of $124,044.84 to AssetWorks LLC. for annual maintenance and support of the Fleet Focus software.
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Attachments:
AssetWorks 2023-2028 Proposal