Consideration and Approve a Purchase: Approve a cooperative purchase with Ron Turley Associates, Inc. dba RTA, in the amount of $93,363.57, plus the current local tax rate, annually, for Fleet Management Annual Software and Implementation for the Public Works Fleet Section for an initial term of three (3) years.
 

1. Approve a cooperative purchase with Ron Turley Associates, Inc. dba RTA, in the amount of $93,363.57, plus the current local tax rate, annually, for Fleet Management Annual Software and Implementation for the Public Works Fleet Section for an initial term of three (3) years; and
2. Authorize the City Manager to execute all necessary documents.

We are requesting approval to purchase and implement the RTA Fleet Management Information System (FMIS), provided by Ron Turley Associates, Inc. dba RTA aka RTA, The Fleet Success Company, as our preferred software solution for Fleet operations. After evaluating our current needs and the shortcomings in our existing software system, RTA stands out for its ability to manage our fleet assets more efficiently, improve maintenance tracking, and enhance reporting capabilities. 
 

The attached quote outlines costs incurred with implementing and maintaining this software. It includes an annual software maintenance package along with the initial implementation costs, ensuring we have ongoing support and system updates to keep our operations running smoothly.  In agreement with RTA, we position our team for success, ensuring our fleet operation remains dependable, compliant, and aligned with the City’s broader goals and initiatives while focusing on strong customer service.

Project Name: RTA Fleet Software Implementation and annual maintenance
Cost: $93,363.57
Account Number Budgeted: 001-06-154-0553-3-4343
FY Budgeted Amount: $215,000.00
Grant Funded: No
Funding Source: General Fund

None.

1. Approve the cooperative purchase with Ron Turley Associates, Inc. dba RTA documented by: (a) Sourcewell Contract 102924-RTA with Ron Turley Associates, Inc.; (b) Services Agreement for RTA Fleet Management Software-as-a-Serve; (c) RTA, The Fleet Success Company Quote dated September 5, 2025; and (d) RTA Statement of Work; or
2. Provide staff with direction to investigate other Fleet management software options and alternatives with specific rationale of modified desires and outcomes.
3. Not approve this cooperative purchase and continue using the current fleet software module within City Suite.

Our current fleet management software has served us for many years, but as our operations have expanded and technology has advanced, it has become clear we need a more robust and adaptable system to support our evolving needs. We have been relying on manual processes, spreadsheets, and limited digital tools that often lead to inconsistent data, delayed maintenance tracking, and challenges in producing comprehensive reports.

We are requesting approval to move forward with implementing the RTA Fleet Management Information System (FMIS), provided by Ron Turley Associates, Inc. dba RTA aka RTA, The Fleet Success Company, as our preferred software solution for fleet operations. After evaluating our current needs and the gaps in our existing system, RTA stands out for its ability to manage our fleet assets more efficiently, improve maintenance tracking, and enhance reporting capabilities.

The RTA fleet software is about investing in a proven, reliable system which aligns with our goals of maintaining a safe, well-managed, and cost-effective fleet. RTA offers features that support preventive maintenance, real-time data tracking, and the ability to adapt to our growing needs. It also comes highly recommended by industry professionals and other municipalities, many of whom have seen significant gains in operational efficiency and cost savings after implementation. By moving forward with RTA, we position our team for success, ensuring that our fleet operation remains dependable, compliant, and aligned with the City’s broader goals and priorities.

The purchase was procured utilizing a cooperative purchase contract method through Sourcewell Contract # 102924-RTA with Ron Turley Associates, Inc. dba RTA. The contract between Sourcewell and RTA, and therefore the contract between RTA and the City, will expire on April 23, 2029, unless canceled or extended under the Sourcewell Contract. If the contractual agreement between Sourcewell and RTA is extended, and the Parties desire that the contractual agreement between RTA and the City should continue, the Parties shall update City records by proving an active contract which does not need to be approved by the City Council.

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