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ITEM 18 |
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City Council Memorandum Information Technology Memo No. N/A
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| Date: |
November 4, 2024 |
| To: |
Mayor and Council |
| Thru: |
Joshua H. Wright, City Manager
Dawn Lang, Deputy City Manager - CFO
Sandip Dholakia, Chief Information Officer |
| From: |
Kerstin Nold, IT Chief Technology Officer |
| Subject: |
Agreement No. IT9-208-4034, Amendment No. 5, Fleet Management System |
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| Proposed Motion: |
| Move City Council approve Agreement No. IT9-208-4034, Amendment No. 5, with CCG Systems, Inc., dba FASTER Asset Solutions, for the fleet management system, in an amount not to exceed $163,479, for the period of one year, beginning September 30, 2024, through September 29, 2025. |
| Background/Discussion: |
In FY 2019-20, City Council approved an agreement with CCG Systems, Inc., dba FASTER Asset Solutions, for a comprehensive fleet management system. The fleet management system digitally transformed business operations for managing the city's fleet and equipment assets. The FASTER fleet management system meets the Fleet Services Division's needs for management activities including preventative maintenance, operations, fuel, analytics, diagnostics, inventory, and asset management to streamline operational workflows and improve overall efficiency and management of the city-wide fleet, inventory, equipment, and fuel costs. Analytical tools added, such as the 15-point replacement criteria, are helpful when determining assets in need of replacement.
This purchase is for the renewal of the annual maintenance and support of the software, as well as implementation of the new MotorPool module for checking in and checking out general purpose vehicles not assigned to a specific department through rental and reservations, which allows for asset sharing. The new module will replace the current Fleet Commander Motor Pool software and fully integrate into the existing FASTER fleet management system. |
| Evaluation: |
| On September 12, 2019, City Council approved an agreement with CCG Systems, Inc., dba FASTER Asset Solutions, for the fleet management system, for a one-year period, with the option of up to four one-year extensions. The four available extension options have been exercised and the city and Contractor have agreed in principle to a one-year extension option with the same terms and conditions. |
| Financial Implications: |
| This item includes annual ongoing maintenance of $96,462, with an additional $6,674.40 added for the MotorPool module support. Also included is a one-time payment of $60,342.40 for the MotorPool implementation which includes setup, training, go-live support and keybox equipment. |
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