SR-04-08-2014-3GCity Council Meeting: April 8, 2014
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Software Upgrade of the Vehicle Maintenance Reporting System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a sole source contract with Chevin Fleet Solutions, LLC, a Massachusetts -
based company, in an amount not to exceed $162,675 for the implementation of a
software upgrade to the existing vehicle maintenance reporting system, over a five -year
term starting in FY 2013 -14, with future year funding contingent on Council budget
approval.
Executive Summary
The Street and Fleet Services Division requires the use of a vehicle maintenance
reporting system to aid in the management of the City's 928 vehicles and pieces of
equipment repaired and maintained by the Fleet Management section. The City has
utilized Chevin Fleet Solutions' FleetWave vehicle maintenance and cost reporting
system since 2009. Implementation of FleetWave 2.1, the new product from Chevin
Fleet Solutions, would allow the City to take advantage of current software tools and
provide enhanced functionality and reporting.
In order to implement the new system, including configuration, retroactive platform
testing, installation, integration with the fueling system and communications devices,
training, software updates, and prompt technical support, staff recommends authorizing
a five -year contract with Chevin Fleet Solutions, LLC not to exceed $162,675.
Background
On February 10 2009, Council authorized a contract with Chevin Fleet Solutions, LLC
for the purchase and annual maintenance of a computerized vehicle maintenance
reporting system that would allow fleet operators in City departments to submit work
requests online, track their requests, and be notified via email of request status
changes.
1
Discussion
In May 2013, Chevin Fleet Solutions, LLC released their FleetWave 2.1 software. The
new software includes enhancements such as improved data rules functionality, excel -
style browser filtering, and a more robust report builder. Upgrading the software would
allow Fleet Management to better serve its internal customer base, while enhancing the
end - user's ease of use.
Vendor Selection
On October 7, 2013, the City received a proposal from Chevin Fleet Solutions, LLC for
the implementation of an upgraded software system that will enhance the City's current
vehicle maintenance reporting system. Chevin Fleet Solutions, LLC is the developer
and sole distributor of software licensing, implementation, and support services for
North America. Accordingly, this sole source contract is necessary to upgrade the
vehicle maintenance reporting system served by Chevin Fleet Solutions, LLC.
The total contract amount for the five -year term is $162,675. Year one costs are
projected to be $83,800. Costs for future years consist of service agreement and
training charges. Below is a breakdown of the annual costs:
• Year 1 - $83,800 ($62,500 for software, configuration, testing, implementation,
training; $16,300 annual support; and $5,000 estimated travel related expenses,
as incurred).
• Year 2 - $21,500 ($16,700 annual support and $4,800 refresher training).
• Year 3 - $17,100 annual support.
• Year 4 - $22,325 ($17,525 annual support and $4,800 refresher training).
• Year 5 - $17,950 annual support.
Financial Impacts & Budget Actions
The contract to be awarded to Chevin Fleet Solutions, LLC is for an amount not to
exceed $162,675 through December 31, 2019. Funds in the amount of $67,500 for
implementation, data migration, customized reports, and training are available in the FY
2013 -14 Capital Improvement Program budget in account 0540167.589200.
FA
Funds for the annual software maintenance fee in the amount of $16,300 are included
in the FY2014 -15 Proposed Budget in division 54459. The contract will be charged to
54459.533580. Budget authority for subsequent years would be requested in each
budget cycle for Council approval.
Prepared by: Ryan Kraemer, Senior Administrative Analyst
Approved:
Forwarded to Council:
I N
IV
Martin Pas ucha Rod Gould
3 Director of Public Works City Manager
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Reference:
Contract No. 9890
(CCS)