SR 01-22-2019 3C
City Council
Report
City Council Meeting: January 22, 2019
Agenda Item: 3.C
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services Department
Susan Cline, Director, Public Works Department
Subject: Award RFP No. 164 for the purchase of a Fleet Asset Management System
Recommended Action
Staff recommends that the City Council:
1. Award RFP# 164 to AssetWorks, LLC, a Pennsylvania-based company, for the
purchase of a Fleet Asset Management System with Telematics Solution and to
provide hosting services and software support and maintenance for five years;
2. Authorize the City Manager to negotiate and execute an agreement with
AssetWorks, LLC, in an amount not to exceed $1,325,552 (including a 10%
contingency) over a five-year period for systems implementation, training, hosting
services and software support and maintenance, with future year funding
contingent on Council budget approval; and
3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Summary
Fleet Management currently uses Chevin FleetWave (FleetWave) for fleet asset
management of the City’s approximately 925 municipal vehicles and equipment
managed by the Public Works Department. The Fleet Asset Management System
(FAMS) is a computer database that the City uses to track information on various fleet
maintenance and repair activities to ensure they are safe to operate to prolong their
useful lives. The FAMS also enhances staff productivity and effectiveness. FleetWave
is limited in functionality and hinders staff’s ability to generate robust reporting on
vehicle provisioning, performance, location, fuel efficiency, and preventive maintenance
records. AssetWorks’ FleetFocusFA system (FleetFocus) is equipped with a highly
user-friendly graphical user interface, has robust reporting capabilities, integrates
seamlessly with Verizon’s NetworkFleet system for automatic vehicle location (AVL)
technology, and possesses a state-of-the-art telematics interface. Telematics is a
method of monitoring a vehicle. By combining a GPS module with on-board diagnostics,
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it is possible to capture and record information on where a vehicle is and how fast it is
traveling, and cross reference that with how the vehicle is behaving internally. Staff
recommends implementation of FleetFocus. The cost of FleetFocus, including software
implementation, Verizon NetworkFleet system, telematics solution, and annual
maintenance and support is not to exceed $1,325,552, including a 10% contingency,
over a five-year period.
Discussion
Fleet Management has been using FleetWave for fleet and equipment asset
management for approximately 10 years. AssetWorks FleetFocusFA product would
replace both of these software packages into one seemless software solution, which
has a fuel management system as a part of the core product. Currently, reports
regarding fuel usage and greenhouse gas emissions are produced by combining reports
from two different fuel management systems. The Big Blue Bus uses the FuelFocus
product for fuel management and having both user groups on the same system would
enhance reporting efficiencies. Also, the growing need for vehicle telematics, automatic
vehicle locator technology, and robust reporting requirements has surpassed the
available functionality of FleetWave. Additionally, software support and customer
service for FleetWave has posed a challenge in recent years. For these reasons, staff
researched the market to seek an alternative system.
In March 2018, staff prepared and published a request for proposals (RFP) for a Fleet
Management System with a Telematics Solution. As part of the RFP, staff also
requested optional proposals for a fuel management system for consideration to replace
the City’s EJ Ward FuelView system. Four proposals were received by the deadline of
April 12, 2018. Staff reviewed the proposals and shortlisted and invited two vendors
(AssetWorks, LLC, and FASTER) for software demonstrations and in-depth analysis of
solutions provided. From the demonstrations, staff visited referenced sites for both
vendors. From staff evaluation, software demonstrations, and site visits, staff selected
AssetWorks, LLC as the best fit for the City’s request.
Consultant Selection
RFP Data
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RFP
Posting
Date
RFP Posted
On
RFP Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
03/15/2018 City's Online
Bidding Site
Santa Monica Daily
Press 45 4 04/16/2018
RFPs Received Selection Criteria
AppTriCity Municipal Code SMMC 2.24.073
AssetWorks, LLC Evaluation Criteria
Experience/Technical Competence; Ability to
Meet Work Plan/Timelines; Cost of Product
and Services; and Value Added/Breadth of
Services
FASTER
ThingTech
Justification to Award
A selection panel of staff from the Public Works and Information Services Departments
evaluated the proposals based on the following criteria: proposer’s previous experience
and technical competence with similar fleet service software systems delivery projects,
quality and thoroughness of the proposer’s project plans and timelines, experience of key
personnel, relevant references, and cost.
AssetWorks’ telematics integration coupled with the seamless integration with Verizon
NetworkFleet Global Positioning System (GPS) for automatic vehicle location (AVL) and
robust reporting capabilities best meets the City’s requirements for a turnkey FAMS with
a Telematics solution. An interface with the City’s FuelFocus fuel tracking system will be
established as part of the implementation. FleetFocus provides an improvement in
processes by enhancing communications that would assist staff in successfully
implementing the City’s recently adopted data-driven governance model. Based on these
criteria, AssetWorks, LLC is recommended as best qualified firm.
Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with AssetWorks, LLC for the provision of
Fleet Asset and Fuel Management Systems with telematics solution, and to provide
hosting services and software support and maintenance for a five-year period.
The total not to exceed amount of the agreement is $1,325,552. Funds of $869,387 are
available for this planned purchase in the FY 2018-19 budget in the Vehicle
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Management, South Coast Air Quality Management District (SCAQMD), Resource
Recovery and Recycling (RRR), and General Funds. Additional funds have been set
aside for this planned purchase and award of the agreement requires the following
actions:
1) release of $359,163 in the Vehicle Management Fund, and
2) appropriation of $929,193 to Capital Improvement Program accounts.
See the table below for details.
Fund
FY 2018-19 Impacts and Actions
Future
Year
Funding
Total
Contract
Amount Account(s)
Contract
Amount
Release
Funds
Appropriate
Funds
Vehicle
Management
70.335040 253,139
70.335060 17,484
70.335070 88,540
C7007770.689000 359,163 359,163 359,163
C7006930.689000 425,995 200,995 425,995
SCAQMD C1806920.689000 369,035 369,035 369,035
RRR 54500002.529080 49,741 86,733 136,474
General 01190001.537090 24,616 10,269 34,885
Total 1,228,550 359,163 929,193 97,002 1,325,552
Future year funding is contingent on Council budget approval.
Prepared By: Ivo Nkwenji, Principal Business Technology Analyst
Approved
Forwarded to Council
Attachments:
A. 2018 Oak Initiative AW
dba AssetWorks LLC
XXXXXXXXXXXXXXXXXXXXXXXX None/ N/A
REFERENCE:
Contract No. 10801
(CCS)