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HomeMy WebLinkAboutMINUTES - 07132010 - C.101RECOMMENDATION(S): APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute a purchase order with AssetWorks, Inc. in an amount not to exceed $307,344 for the purchase of fleet management software to support the General Services Department Fleet Services operation. FISCAL IMPACT: The approximate cost of $307,344 will be expensed in the Fleet Internal Service Fund (Fund 150100) from available fund balance with no General Fund cost. BACKGROUND: The General Services Department's Fleet Services Division (GSD) has experienced continuous software related problems in tracking fuel purchases at the County fueling facility at 2471 Waterbird Way in Martinez. The current fuel software system is 18 years old, is no longer supported, and is likely to fail in the near future. This has resulted in the inability to accurately monitor fuel inventory and APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 07/13/2010 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Gayle B. Uilkema, District II Supervisor Mary N. Piepho, District III Supervisor Susan A. Bonilla, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Mike Lango (925) 313-7120 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: July 13, 2010 David J. Twa, County Administrator and Clerk of the Board of Supervisors By: KATHERINE SINCLAIR, Deputy cc: GSD Admin, GSD Fleet, GSD Accounting, Auditor-Controller, GSD Purchasing C.101 To:Board of Supervisors From:Michael J. Lango, General Services Director Date:July 13, 2010 Contra Costa County Subject:Approve Purchase Order with AssetWorks, Inc. for Fleet Management Software to Support County Fleet Operations BACKGROUND: (CONT'D) contribute to continuous billing problems that require significant staff time providing manual accounting, billing corrections, and cause periodic and extended closures of the fueling facility. These closures have resulted in departments having to fuel County vehicles at commercial gas stations and paying higher prices. In addition, the fuel system software must interface with three other software systems used in the County's Fleet operations, which makes it difficult and time consuming to identify and correct fuel system problems. The most recent fuel system breakdown resulted in the closure of the County's fuel facility for several weeks. In order to address the ongoing fuel system problems, GSD initiated a Request For Proposals to evaluate replacing the existing fuel system software. Twelve proposals were received and evaluated. AssetWorks, Inc. (AssetWorks) was selected as the best value replacement system. During the fuel system RFP evaluation process, GSD staff evaluated the opportunity to replace the three existing but incompatible fleet operations and maintenance software applications with a state-of-the-art integrated system. Consequently, GSD initiated a new Request for Proposal for a comprehensive and fully integrated fleet management software system that would include the fuel system, parts and vehicle inventories, and fleet service operations. By purchasing a fully integrated system, the persistent problems associated with supporting and interfacing four software applications would be eliminated. AssetWorks was the only respondent that met the RFP criteria for an integrated fleet management system. The total cost for the integrated fleet management software system is $307,344 of which the fuel system software cost is $191,574 and the fleet operations software cost is $115,770. The AssetWorks software will significantly improve Fleet Management workflow with accurate mileage readings for preventive vehicle maintenance, provide access to vehicle use management reports to better manage fleet operations, and improve fleet inventory management to better monitor and control costs related to vehicle parts and fuel usage. It will also provide for more accurate and efficient accounting of fleet operations and billing services. In addition, monthly reports would no longer have to be printed and mailed to departments resulting in improved reporting and reduced costs. The integrated fleet management system includes installation of radio frequency units on County vehicles that will provide accurate mileage readings in realtime to the fleet management system. This will result in more accurate vehicle service scheduling to better maintain the County’s vehicle assets. It will also improve cost recovery billing and accounting for the County fleet operation. Once the AssetWorks fleet management software is purchased, it will take approximately seven weeks to install the fuel system software and approximately six months to install the fleet operations software. The Department of Information Technology will work closely with AssetWorks and GSD Fleet services staff to install the software, establish billing and vehicle use reports, and integrate the fleet operations software into a state-of-the-art integrated software system. Annual software upgrades and technical support are included in the price. In accordance with Administrative Bulletin No 611.0, County Departments are required to get Board approval for single item purchases over $100,000. The Office of the County Administrator has reviewed this request and recommends approval.