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City of
Santa Monica°
City Council Report
City Council Meeting: February 10, 2009
Agenda Item:
To: Mayor and City Council
From: Joan Akins, Acting Director, Community Maintenance Department
Jory Wolf, Chief Information Officer, Information Systems
Subject: Contract for a Computerized Vehicle Maintenance Reporting System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Chevin Fleet Solutions, LLC., for implementation of a
computerized vehicle maintenance reporting system (VMRS) in an amount not to
exceed $164,000, with additional annual support contract renewal options for four years
ranging from $13,810 in year two to $15,930 in year five totaling $59,415.
Executive Summary
In an effort to provide better customer service to fleet operators in City departments, the
Maintenance Management Division has undertaken a comprehensive study of the
functionality and design of a computerized vehicle maintenance reporting system
(VMRS) to replace the existing vehicle maintenance reporting system. The existing
system went into production in 1999 and is no longer considered to be responsive to the
City's needs for fleet maintenance tracking and reporting and for vehicle asset
accounting and management. Maintenance operations and asset management needs
have outgrown the system's tracking and reporting capabilities and the current work
order system is not web-based. The new system will allow fleet operators in City
departments to submit work requests online, track their requests and be notified via
email when the status of their request changes. Maintenance Management, in
conjunction with the Information Systems Department, issued a Request for Proposals
(RFP) to solicit responses from VMRS software vendors. Six VMRS vendors
responded with proposed software solutions to meet the City's needs. Based on a
comprehensive two-stage review, Chevin Fleet Solutions' FleetWave product was
selected as the best bidder. Funds are available in the Fleet Management budget to
support the implementation and funds for subsequent year's maintenance will be
included in the annual budget proposals.
Discussion
The current work order system allows City staff to open work orders and track vehicle
repairs when vehicles arrive at the maintenance facility. The current system does not
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allow departments to notify fleet maintenance of vehicle defects or needed repairs. It
also cannot notify departments of the status of a vehicle repair once it has started and
has only limited ability to manage vehicle assets. The Vehicle Replacement (54) Fund
requires extensive record keeping on acquisition, depreciation and disposal of vehicle
assets that must now be maintained in spreadsheets that are accessible only within the
Fleet Maintenance Division. Reports associated with vehicle repair activity and asset
management are generated by hand and forwarded individually at the request of City
departments.
The Internal Services Employee Survey results showed that employees, while satisfied
with the level of service they received, were not completely satisfied with the uncertainty
as to the status of their work requests. Staff anticipates that implementing the
recommended software, accessible from any computer on the City's network, will
provide the following benefits:
• A central point of contact for submission of Fleet Maintenance work requests;
• The ability for City departments to submit work requests online and to monitor the
status of their work requests;
• The ability to identify real-time "bottlenecks" in service delivery;
• Time-saving elimination of duplicative work requests;
The ability to use new technologies (wireless capability) to capture data on road
calls;
• The ability to integrate Vehicle Replacement (54) Fund accounting, tracking and
reporting with vehicle maintenance repair tracking and reporting; and
• Flexibility to expand the system to incorporate other fleet maintenance sections
such as Big Blue Bus, if desired, at a future date.
The RFP was issued in October 2008 and posted on the City's on-line bidding system,
PlanetBids, and advertised in the Santa Monica Daily Press.
Contractor Selection
Six proposals were submitted in response to the RFP. City staff conducted an initial
review and invited the top three respondents to demonstrate their products to an
evaluation committee comprised of staff from the Fleet Maintenance Division and
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Information Systems Department. As part of the evaluation process, respondents
demonstrated the workflow of a typical work order, from conception to completion and
demonstrated their software products' features for asset management, web access,
mobile devices, shop floor management, and reporting., References for each firm were
interviewed. Based on the bid packages, .demonstrations and references, the
evaluation committee selected Chevin Fleet Solutions, LLC for the following reasons:
• Software capability to meet the data collection and reporting needs of the City
and to dramatically improve the ability to manage, track and report on work
orders and projects in the Fleet Maintenance Department;
• Software capacity that can be customized to ensure that staff members are able
to use the system in the most efficient ways possible and in a manner that
reflects City policies and business processes;
• Submission of a detailed and comprehensive start-up plan;
• Best functionality at the most competitive price; Project costs ranged from
$40,600 to $265,635.
• The character, integrity, reputation., judgment, training, experience and efficiency
of the firm.
Although Chevin Fleet Solutions, LLC, was not the lowest bidder, their system scored
significantly higher than the lowest bidder in its ability to meet the City's requirements.
Financial Impacts & Budget Actions
Funds are available in Account 0548005.589000. The total of $164,000 includes
$16,000 that will be charged by ISD for the virtual server and the first year of
maintenance. Ongoing annual software maintenance costs (for years 2-5) of $59,415
will be charged to Account 54554.533120 and will be included in the annual budget
proposals.
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Prepared by:
E. Martyn, Administrative Analyst, Fleet Management
Approved:
o Vj olf
i Information Officer, Information
ystems
Approved:
Forwarded to Council:
Maintenance
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Reference Contract No.
9033 (CCS).