DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
FASTER Web Fleet Management System
SUMMARY:
This ordinance authorizes a contract with CCG Systems, Inc. dba Faster Asset Solutions for the upgrade and continued maintenance and support to the City’s Fleet Management System for an estimated total contract value of $1,074,770.81 over a five year period. Project implementation costs are estimated to be $489,441.00 in Year 1 and will be funded through the FY 2019 Equipment Renewal Replacement Fund (ERRF) Budget. Funding for maintenance and support in the amount of $585,329.81 over the contract term is subject to City Council approval of the annual budget.
BACKGROUND INFORMATION:
The City of San Antonio Building and Equipment Services Department (BESD) manages all vehicle acquisitions for the City. As such, a robust inventory and vehicle management system is required to maintain a fleet of nearly 5,400 vehicles and heavy-duty machinery for all City departments including the Aviation, Fire, Police, Solid Waste, Transportation and Capital Improvements departments and others.
The City has operated the FASTER Win fleet management system since the 1990s. The planned upgrade to FASTER Web will provide the City with a real-time, web based product that will provide additional and more robust reporting capabilities, increased visibility of the work order process, improved preventative maintenance notifications, enhanced forecasting for potential vehicle replacement, increased flexibility in user roles, and an improved user interface.
The Statement of Work and functional requirements for the system upgrade were coordinated with staff from the Building and Equipment Services, Information Technology Services, Fire, Police, Aviation and Solid Waste Management Departments. Each of these departments was instrumental in providing information vital to this contract. Their collective findings provided the basis for a contract that addresses the following functionalities:
- Vehicle / equipment lifecycle (Asset) management
- Preventative maintenance scheduling
- Work order management, creating a paperless shop
- Robust reporting capabilities
- Third party interfaces, including but not limited to EJ Ward Fuel Management and Fleet Budget Forecasting tool.
The initial term of this agreement is for a one year period. Four one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract is exempt from competitive bidding and is excluded from the scope of the SBEDA program.
This award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract
ALTERNATIVES:
Should this contract not be approved, the Building and Equipment Services, Fire, Police, Aviation and Solid Waste Management Departments will not have access to an enterprise license and will be unable to maintain the collective fleet management records database for all City-owned vehicles and equipment. The City would be required to purchase client licenses for existing software on an as-needed basis resulting in increased costs.
FISCAL IMPACT:
This ordinance authorizes a contract with CCG Systems, Inc. dba Faster Asset Solutions for the upgrade and continued maintenance and support to the City’s Fleet Management System for an estimated total contract value of $1,074,770.81 over a five year period. Project implementation costs are estimated to be $489,441.00 in Year 1 and will be funded through the FY 2019 Equipment Renewal Replacement Fund (ERRF) Budget. Funding for maintenance and support in the amount of $585,329.81 over the contract term is subject to City Council approval of the annual budget.
RECOMMENDATION:
Staff recommends approval of the contract with CCG Systems, Inc. dba Faster Asset Solutions for the upgrade and continued maintenance and support to the City’s Fleet Management System in an estimated total contract value of $1,074,770.81.
This contract was processed citing a Sole Source Exemption and a Contracts Disclosure Form is not required.