Explanation
Background: This ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division, to renew and modify an existing contract in accordance with the original agreement (CT18276: ORD 644-97) entered on May 29, 1997, with AssetWorks, LLC. The agreement was most recently renewed by authority of ordinance 1522-2018, passed July 9, 2018. This renewal/modification will provide for annual software maintenance and support, as well as GPS/AVL service costs, vendor hosting fees, hardware installs, and software upgrades. The contract renewal will be for at a total cost of $944,283.75
AssetWorks LLC, a subsidiary of Trapeze Software Group, Inc., is the vendor who currently provides a software platform for Fleet, Fuel and GPS databases, which are interfaced with each other to provide comprehensive management, analysis, and tracking functionality. AssetWorks also provides professional services to support system upgrades and training and they are PCI compliant and manage the retail compressed natural gas (CNG) fuel transactions through the fuel application. The existing contract allows for renewals to accommodate additional services as needed. Consequently, other vendors were not sought to provide these services at this time.
The FleetFocus module/application provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all fleet maintenance related data within the Division. Also, FleetFocus gives the Division the ability to provide accountability by tracking city-owned fleet equipment such as refuse trucks, fire apparatus, compost graders and various on road vehicles to support the daily operational requirements of city government. The system also allows for the collection and management of fleet maintenance and usage data on a citywide basis.
It should also be noted that the GPS/AVL system and associated monitoring costs were competitively bid pursuant to Formal bid SA004040 and Trapeze Software Group, Inc. Dba AssetWorks was selected as the lowest, responsive, and responsible bidder.
The Fleet Management Division negotiated the contract in accordance with the provisions of sole source procurement because this product is not available to the Division from any other source.
Emergency action is requested so that the 2019 contract can be entered into promptly. Action prior to this date was not possible until the projected annual contract expenses had been finalized.
Fiscal Impact: This legislation authorizes an expenditure of $944,283.75 from the Fleet Management Operating Fund with AssetWorks LLC, a subsidiary of Trapeze Software Group, Inc. for the enterprise software platform for Fleet, Fuel and GPS databases. The Fleet Management Division budgeted $950,000.00 within the Fleet Operating Fund for this service in 2019. In 2018, $916,593.00 was expended for this software program. In 2017, $908,456.84 was expended for these services.
Title
To authorize the Director of Finance and Management, on behalf of the Fleet Management Division, to renew an existing contract with AssetWorks LLC, a subsidiary of Trapeze Software Group, Inc., for the Fleet Focus enterprise software in accordance with the provisions of sole source procurement; to authorize the expenditure of $944,283.75 from the Fleet Management Operating Fund; and to declare an emergency. ($944,283.75)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division, to renew an existing contract in accordance with the original contractual agreement (CT18276: ORD 644-97) as modified by ordinance 1522-2018 with AssetWorks LLC as the original contract provided language allowing for modifications and extensions; and
WHEREAS, this ordinance authorizes the Director of Finance and Management on behalf of the Fleet Management Division to renew an existing contract with AssetWorks LLC, for the annual license renewal, maintenance and support, GPS/AVL service, vendor hosting services and additional module upgrades; and
WHEREAS, Asset Works and its enterprise suite of Fleet Focus applications provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all fleet maintenance related data, in addition to the ability to provide accountability with tracking an unlimited number of city-owned fleet equipment vehicles to support the daily operational requirements of city government; and
WHEREAS, the Fleet Management Division negotiated the terms with AssetWorks LLC, in accordance with the relevant provisions of sole source procurement of the Columbus City Codes, because they are the sole provider of this proprietary enterprise management system; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Fleet Management Division, to authorize the Director to establish a contract and purchase order with AssetWorks LLC, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract with AssetWorks LLC, so that the 2019 contract can be entered into promptly thereby preserving the public peace, property, health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of Finance and Management, on behalf of the Fleet Management Division, is hereby authorized to renew an existing contract with AssetWorks LLC, a subsidiary of Trapeze Software Group, Inc., pursuant to the sole source provisions of Columbus City Code, related to the operation of the Fleet Focus enterprise system and related applications.
SECTION 2: That the expenditure of $944,283.75, or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized in the Fleet Management Operating Fund 5200, SubFund 520001 in Object Class 03, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 1571-2019 Legislation Template.xls
SECTION 3. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.