SR-6-H (90)
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JAN 1 2 1999
TRANS JBC PB RC JW f \trans\admln\cauncll\malntsoft
Council Meeting January 12, 1999 Santa Momca, Callforma
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and
Execute a Contract wIth Control Software Jnc to Purchase and
Install a Fleet Management InformatIon System
INTRODUCTION
ThIs report recommends that the CIty CouncIl authorize the CIty Manager to
negotiate and execute an agreement with Control Software, Inc far the purchase
and Installation of a fleet mamtenance management Information system for both
the TransportatIon Department and Maintenance Management DIvIsIon of the
EnvIronmental & Public Works Management Department In the total amount of
$171,800 DO, including taxes
BACKGROUND
The Transportation Maintenance DIvIsion and Maintenance Management
DIvIsion utilIze automated fleet trackmg systems for the vanous operations The
current systems are not year 2000 compatIble The Transportation system,
FLEETSITE, was purchased 1986, the company IS out of business and no longer
supports the system Maintenance Management DIvIsion's, MUL TIFORCE
SYSTEM was purchased In 1985 The software systems allow staff to track
maintenance, parts and fuel for over 1000 vehicles and prOVide managers with
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JAN 1 2 1999
reports and information necessary to better manage the City's equipment as well
as fleet maintenance and replacement budgets
A Request for Proposal was prepared and sent to nine (9) vendors, five (5)
responses were received The responses were received from Control Software
Inc I JB Systems, JD Edwards, Prototype Inc and Txbase/Fleetware A
selection committee of Transportation Department, Maintenance Management
DIVIsion and ISO staff reviewed the proposals The evaluation was based upon
specific cnterra whIch Included, but was not limIted to support of the fleet
management actIvities, year 2000 compatibility, asset management, Inventory
control, fuel and mIleage reports, and the capability to be utilized for faCIlities
maintenance, tracking of assets and toollnventones The evaluation also
Included a VISit to an eXIsting user of the proposed system, Southwest Gas
Company In Las Vegas, Nevada
The selection committee unanimously selected Control Software Inc Control
Software Inc Will prOVide their M4 Fleet Management System, which WIll be
JOintly utilized by the Transportation Department, Maintenance Management
DIVISion, Fire and Pollee Departments
BUDGET/FINANCIAL IMPACT
The total cost of the system IS $ 171,800, Includmg taxes and the first year of
system software maintenance System mamtenance costs over the next four
years IS $16,OOO/year
Fiscal year 1998-99 appropnatlon authonty for this purchase IS In the Capital
Improvement Budget, account numbers
Transportation Department, 41-750-657 -20099-8900-99113 $88,300 00
VehIcle Management Fund, 54-710-461-20099-8900-99167 $83,50000
RECOMMENDATION
It IS recommended that the City Council authonze the City Manager to negotiate
and execute an agreement In the amount of $171,800 00 with Control Software
Inc for the purchase and installation of a fleet management mformatlon system
Including the first year of annual software maintenance and fixed fees for four
additional years of software mamtenance
Prepared by John 8 Catoe, Jr , Director of Transportation
Patrick H Butters, Transit Maintenance Manager
Renee CowhJ9, Maintenance Manager
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