COUNCIL AGENDA ITEM
SUBJECT:
title
Fleet Management Software Solution
body
DEPARTMENT:
Environmental Services
SUMMARY:
The Fleet Maintenance Division of the City is responsible for maintaining and servicing more than 300 vehicles and equipment, including sedans, pickup trucks, sewer bypass pumps, and stationary generators. In the Fiscal Year 2022-2023, the Division successfully addressed over 900 repair orders. The Division’s skilled labor force, as well as service and diagnostic equipment, play a crucial role in servicing, maintaining, and extending the useful life of the City's capital investments.
To move towards data-driven analytics, applied to fleet and equipment stewardship, the Environmental Services Department has identified the FASTER fleet asset management solution, which addresses the following identified needs:
• Improved Vehicle Tracking
• Maintenance Management and Preventive Maintenance Scheduling
• Compliance and Reporting
• Reduction of Downtime and Improved Asset Utilization
• Cost Reduction and Integration
• Customer Service and Accountability
• Data Analytics
In November of 2023, FASTER Asset Solutions provided a quote for a hosted fleet management solution, to meet the above identified needs, including the software license, setup, data conversion, and training. Additionally, the firm provided a quote for their annual support and maintenance. The one-time setup fee provided is $60,090.62 and $10,976.87 as an annual fee. The quote and contract terms are sourced from the multiagency cooperative purchasing agreement of the National Purchasing Partnership organization, NPP.gov in which the firm and the City are members.
This quote was obtained after the work was completed to balance the FY2024 budget and was not included in said budget. The Fleet division realized sufficient cost-underruns in FY2023 to cover the first year’s costs of $71,067.49.
BUDGETED ITEM: ☐ Yes ☒ No ☐ Not Applicable
BUDGET AMENDMENT REQUIRED: ☒ Yes ☐ No ☐ Not Applicable
RECOMMENDED ACTION:
Motion to approve the quote from FASTER Asset Solutions with one-time setup fee of $60,090.62 and $10,976.87 as an annual fee in terms and conditions offered.