Staff recommends that the City Council accept the proposal from Asset Works for purchase of the Fleet Management Software System and authorize the Mayor to execute the agreement with Asset Works.

Fleet Services recently advertised a Request for Proposals (RFP) to provide Fleet Services with a new Fleet Management Software System. The existing SunGard H T E Fleet Management System will no longer be supported and is one of the last programs on the old software platform that is being phased out. Fleet Services seeks to improve the efficiency and effectiveness of its fleet management functions by the acquisition and implementation of a centralized web-based fleet management software solution. The new Fleet Management System will embrace current and future technology and provide management tools required for efficient management of the City Fleet. This system will provide a fully web-based Fleet Asset Management System with a mobile work request system for vehicle and equipment maintenance repair requests. The new paperless system will eliminate the current paper work orders, reduce manual duplication of invoice data entry and provide Fleet management with increased levels of oversite in maintenance activities. The completed fleet management system will include parts inventory with barcoding capabilities and will integrate with the City’s financial and fuel management systems. The new system will also provide city departments with access to enhanced fleet related reporting capabilities.

The RFP was advertised in the Yellowstone County News and on the City’s website on May 8, 15 and 22, 2020. Six proposals were received on May 29, 2020.

A RFP Selection committee evaluated and ranked the proposals based on each firm’s ability to meet the specifications and parameters identified in the RFP on page 6 (attached). The Committee voted unanimously to select Asset Works as the vendor to provide the new Fleet Focus Fleet Management Software System.

The RFP process was utilized in accordance with the City of Billings Purchasing Policy.
 

• Approve the Selection Committee's recommendation to accept the proposal from Asset Works; or
• Disapprove the Selection Committee's recommendation to accept the proposal from Asset Works and advise staff on how to proceed.

The proposed cost of the Fleet Management Software System is $142,465 which includes all product licensing, system setup and installation, data conversion, integration with financials and fuel management systems, on-site and remote training and the first year of maintenance. Ongoing annual maintenance is $9,823 for the 2^nd year and $10,314 for the 3^rd year bringing the total estimated 3-year cost of ownership to $162,602. The annual maintenance costs for our existing fleet management systems are $17,230. The new system would provide a savings of approximately $7,000 per year in maintenance costs. Fleet Services budgeted $157,000 for this project in the FY21 budget. The remaining budgeted amount will be allocated to the purchase of hardware devices required for operating the new software system.