City of San Antonio - File #: 18-3815

• File #: 18-3815
• Type: Purchase of Services
• In control: City Council A Session
• On agenda: 6/21/2018
• Posting Language: Ordinance approving a one-year contract with CST Fleet Services, Inc. for a Fleet Budget Forecasting Tool to automate and optimize the decision to retain or replace fleet and budget forecast process with an initial implementation cost not to exceed $82,000.00 and additional software maintenance and support at a cost of $16,400.00 annually not to exceed $147,600.00 over a five year period. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]

Date	Ver.	Action By	Action	Result
6/21/2018	1	City Council A Session	adopted	Pass

DEPARTMENT: Finance


DEPARTMENT HEAD: Troy Elliott


COUNCIL DISTRICTS IMPACTED: Citywide


SUBJECT:

Fleet Budget Forecasting Tool


SUMMARY:

This ordinance authorizes acceptance of the proposal from CST Fleet Services, Inc. to provide the Building and Equipment Services Department (BESD) with a Fleet Budget Forecasting Tool, to include implementation and software maintenance and support costs, in an amount not to exceed $147,600.00 over a five year period. Funding in the amount of $82,000 is available in the FY 2018 Equipment Renewal and Replacement Fund (ERRF) budget. Software maintenance and support costs, not to exceed $16,400 annually, would be subject to the appropriation of funds.


BACKGROUND INFORMATION:

Submitted for City Council consideration and action is the proposal submitted by CST Fleet Services, Inc. to provide the Building and Equipment Services Department (BESD) an application solution that will automate and optimize the retain/replace decision and budget forecast process for its Equipment Renewal and Replacement Program. The new application will integrate with FASTER and eliminate the need for manual input of information as required today. Other advantages of the new application include the ability to interface with SAP, run multiple replacement scenarios and associated fiscal impacts and incorporate maintenance and repair history when identifying vehicles/equipment for replacement. The City owns and maintains an active fleet of approximately 5,200 vehicles and equipment and replaces an average of 600 units annually. The Equipment Renewal and Replacement Program is a twenty-year forecast to ensure funding is available for future replacement costs of the City's vehicles and equipment over their economic service lifecycle.

The City issued a Request for Competitive Sealed Proposal for "Fleet Budget Forecasting Tool" (RFCSP 6100009679, 17-113) on November 17, 2017, with a submission deadline of January 26, 2018 and received one ...