Agenda Item Wording:
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Asset Works Fleet Focus Software - Authorize the City Manager to amend the current 5-year contract with Asset Works for the annual maintenance and support of fleet software for a 5-year total contract of $133,162.
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Deadline for Action: 5/6/2024
Submitting Department: Public Works
Contact Name and Phone Number: Danny Galindo, Public Works Manager, danny.galindo@visalia.city, 713-4186 Nick Bartsch, Public Works Director, nick.bartsch@visalia.city, 713-4052
Department Recommendation:
Staff recommends that Council authorize the City Manager to amend the current 5-year contract with Asset Works, LLC for the annual maintenance and support of fleet software for a 5-year total contract of $133,162.
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 the City of Visalia owned vehicles and equipment that the Fleet Maintenance Division maintains. The software is used to document all services performed and the cost associated with those services. Those costs are then charged to each department’s allocation for those services.
On December 18, 2023, the City Council approved a sole-source contract with AssetWorks LLC, in the amount of $124,045 for annual maintenance and support of the current Fleet Focus software. This included the existing 630 vehicles and equipment licenses. With the growing fleet of City-wide vehicles, additional licenses are required for the ability to add new vehicles, provide flexibility and better facilitate the transition of existing to new vehicles. Because of the economy of scale benefits of adding licenses, the vendor proposed amending the current contract with the updated pricing structure. Therefore, the amended contract will accommodate and support 730 vehicle/equipment licenses, credit the city for the payment made against the first-year amount, and add a one-time purchase for the additional 100 licenses. Additionally, the maintenance fee for the added licenses for the first year has been pro-rated for the remaining term.
Fiscal Impact:
The original contract was awarded in the amount of $124,045. This amendment will increase the contract total by $9,117 over the life of the contract, bringing the total 5-year contract amount to $133,162.
In year one, there is a one-time purchase of an additional 100 licenses in the amount of $5,139 as well as the annual maintenance cost associated with those added licenses at a prorated cost of $1,020. The total additional costs for these two items in the first year is $6,159.
Prior to this amendment, a payment was already made against the current contract in the amount of $21,431, which has been credited toward the amended year one total cost, leaving a balance due now of $5,394.
Funding for this service is budgeted within the Fleet Maintenance Division (5012). In subsequent years, no additional appropriation is needed as the budget has been recommended with the increased costs for the future.
Prior Council Action: Current contract was approved by Council on December 18, 2023.
Other: N/A
Alternatives: To not authorize the City Manager to amend the current 5-year contract with Asset Works, LLC. This is not recommended due to the City fleet growth and lack of space in the current fleet software.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to amend the current 5-year contract with Asset Works, LLC for the annual maintenance and support of fleet software for a 5-year total contract of $133,162.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Asset Works Maintenance Agreement - Amended