Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into contract with AssetWorks, Inc. for a Global Positioning (GPS)/Telematic system that will be used on all on-road City vehicles (except Public Utilities which already has a GPS monitoring system in place). This system will provide location information as well as various types of vehicle repair information which will be sent directly to the current Fleet Management work order system (Fleet Focus) through an internet-based application. This will allow users to locate vehicles quickly and will increase efficiency, improve employee safety, and reduce maintenance and fuel costs.
The system will collect detailed vehicle information, including the vehicle's location as well as information from the engine computer. The data is updated every two minutes. Vehicle diagnostics will be noted and Fleet Management will be alerted when a vehicle needs a specific maintenance repair. This notification process will allow Fleet to schedule vehicles for preventive maintenance and routine repairs, thereby saving money by avoiding major repairs from breakdowns. Other system features include:
· Tracking and recording accurate odometer readings which aids in preventive maintenance and proper warranty scheduling
· Sending daily car health codes via email to departments or divisions responsible for equipment, then sending a code which will open a "service request" in the Fleet work order system for a prospective repair
· Assisting in identifying under-utilized equipment
· Assisting in stolen vehicle recovery through the ability to track vehicle location
· Monitoring speed, time spent idling, routes taken, and unauthorized usage, which can then be addressed to increase fuel savings and reduced emissions
· Improving customer service, through:
o Documenting departure and arrival times
o Responding more efficiently to emergencies
o Finding equipment closest to where it is needed
o Showing that vehicles are operating within assigned areas
o Preventing traffic violations through driver behavior monitoring, such as speed, and real-time alerts
o Enhancing security and safety with monitoring, alerts, and messaging
· Providing benefits to employees by:
o Protecting drivers against citizen complaints concerning time issues
o Serving as a method of defense from accident claims
o Locating employees in times of health or other distress
Formal bid SA004040 was formally advertised, and six (6) companies submitted proposals as follows:
AssetWorks, Inc
Trimble
Radio Satellite Integrators, Inc
CPS Insight, LLC
Global Resource Group
Stanmex, Inc.
The evaluation committee short listed AssetWorks and Trimble and asked them to provide presentations. AssetWorks was selected as the vendor for this project.
For the Telematics system to function as intended, it is also necessary to upgrade on the current Fleet Focus application. This application enables the Division to track life cycle asset information and associated costs and also drives the work order system. As part of this upgrade the Division will go to a vendor-hosted service instead of city-hosted system. This will expedite upgrade process and allow a more rapid implementation of the GPS/Telematics system.
AssetWorks, Inc. has provided a fee of $100,000 for transitioning Fleet Focus to a vendor-hosted service. In addition, the Department of Technology has provided an estimate of $22,000 for labor associated with the migration of the Fleet Focus program from Department of Technology servers to AssetWorks, Inc. servers.
The competitive bidding provisions of the Columbus City Codes (Section 329.07) are to be waived with respect to the procurement of the Fleet Focus upgrade only. It would be impractical to rebid the software platform as this system is fully functional and fully meets the needs of the Division. The competitive bidding provisions of the Columbus City Codes were followed with respect to the procurement of the GPS/Telematics system.
FISCAL IMPACT: There is $2,000,000 in fund 513, project 550004-100000 for these expenditures. The total cost of this project is $1,860,538, which includes $1,488,538 for GPS/Telematics, $250,000 for staffing costs associated with Fleet staff installing vehicle hardware, and $122,000 for expenses related to vendor hosting services.
Emergency action is requested as there is an immediate need to implement a GPS system on all on-road City vehicles which will allow those vehicles to be quickly located and increase the efficiencies of such vehicles and improve employee safety.
Title
To authorize the Finance and Management Director to contract with AssetWorks, Inc. for a vehicle GPS tracking and vehicle monitoring system in the amount of $1,488,538.00; to provide for payment of installation of the system by Fleet Management personnel in the amount of up to $250,000.00; to modify an existing contract to provide for vendor hosting services in the amount of $100,000.00; to provide for payment to the Department of Technology for project management services in the amount of $22,000.00; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $1,860,538.00 from the Fleet Management Capital Improvement Fund; and to declare an emergency. ($1,860,538.00)
Body
WHEREAS, a contract has been established through the formal competitive bid process from SA004040; and
WHEREAS, it is necessary to implement a global positioning system which will locate heavy and light duty vehicles, increase efficiencies, improve employee safety, and save on maintenance and fuel costs ; and
WHEREAS, increased efficiencies will be realized with the reduction of fuel usage and the ability to monitor engine error-fault codes as they occur; and
WHEREAS, software and devices will be purchased from AssetWorks, Inc. and Fleet Division staff will install the devices in accordance with manufacturer specifications so as to deploy the program more quickly and at less cost to the City; and
WHEREAS, it is necessary to also upgrade the Fleet Focus platform to ensure the operability of the Telematics system; and
WHEREAS, modifying an existing maintenance and support contract with AssetWorks, Inc. will allow the Fleet Management Division to purchase a vendor-hosted service and will allow for an expedited upgrade to Fleet Focus and yield long-term cost savings to the Fleet Management Division; and
WHEREAS, an emergency exists in the usual daily operations of Fleet Management that it is immediately necessary to implement a global positioning system in order to support daily operations, including the servicing of the fleet of the Police, Fire and Refuse Collection divisions, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into contract with AssetWorks, Inc. for a vehicle tracking system for the Fleet Management Division.
SECTION 2. That the sum of $1,488,538 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized to be expended as follows:
Division 45-05
Fund 513
OCA code 513004
Project 550004-100000
Object Level One 06
Object Level Three 6651
Amount $1,488,538
SECTION 3. That Fleet Management staff is hereby authorized to install the hardware associated with the vehicle tracking system in all designated vehicles.
SECTION 4. That the sum of $250,000 or so much thereof as may be necessary in regard to the action authorized in Section 3 is hereby authorized to be expended as follows:
Division 45-05
Fund 513
OCA code 513004
Project 550004-100000
Object Level One 06
Object Level Three 6651
Amount $250,000.00
SECTION 5. That the Director of Finance and Management is hereby authorized to modify an agreement with AssetWorks, Inc. (CT18276) for the purchase of vendor-hosting services for Fleet Focus software.
SECTION 6. That the competitive bidding provisions of Columbus City Codes Section 329.07 are hereby waived in regard to the action authorized in Section 5.
SECTION 7. That the sum of $100,000 or so much thereof as many be necessary in regard to the action authorized in Section 5 is hereby authorized to be expended as follows:
Division 45-05
Fund 513
OCA code 513004
Project 550004-100000
Object Level One 06
Object Level Three 6651
Amount $100,000.00
SECTION 8. That the Department of Technology will provide project management and migration services in regard to the action authorized in Section 5.
SECTION 9. That the sum of $22,000 or so much thereof as may be necessary in regard to the action authorized in Section 8 is hereby authorized to be expended as follows:
Division 45-05
Fund 513
OCA code 513004
Project 550004-100000
Object Level One 06
Object Level Three 6651
Amount $22,000.00
SECTION 10. That the monies in the foregoing Sections 2, 4, 7 and 9 shall be paid upon order of the Director of the Finance and Management Department, 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 11. That the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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 not vetoes the same.