Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to renew a contract, on behalf of the Division of Fleet Management, for services with Assetworks LLC, to continue fleet management software, hardware and related services. The Division of Fleet Management is responsible for the maintenance and upkeep of city owned vehicles and this software provides a management system to bill, manage, monitor and analyze all maintenance related data.
The Department of Finance and Management solicited Competitive best value proposals from qualified companies (RFQ018817) ) to provide all aspects of fleet management software services including, but not limited to, GPS monitoring, vendor hosting, and integration with related fuel and fluid monitoring systems services, the subject services in accordance with the relevant provisions of Chapter 329 of City Code. Assetworks LLC scored the highest in five of six categories. The Finance and Management Director instructed the committee to proceed with negotiations with Assetworks LLC. The results of the negotiation were successful and Assetworks LLC, was awarded the contract.
Ordinance 1649-2022 set the initial terms of this contract for the period July 1, 2022 - June 30, 2025 with Assetworks LLC. The original contract was entered into on July 1, 2022 with the option to renew for seven (7) additional one (1) year periods upon mutual agreement and approval of Columbus City Council. This ordinance is seeking approval of the first of seven allowed renewals. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
SUPPLIER: Assetworks LLC Certification Number CC-008459, Expiration 12/9/2022- pending, D365#008459
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: This ordinance authorizes an expenditure of $1,150,000.00 from the Fleet Operating Fund for services with Assetworks LLC, to continue fleet management software, hardware and related services.
$1,036,676.25 was spent in 2024
$1,036,676.25 was spent in 2023
$1,036,676.25 was spent in 2022
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in order to allow the continuation of vital services to keep the Department of Finance and Management - Fleet Management division, Police, Fire and a number of other City of Columbus divisions operations running efficiently for the health and prosperity of City of Columbus citizens
Title
To authorize the Director of the Department of Finance and Management on behalf of the Division of Fleet Management to renew a contract with Assetworks LLC, for fleet management software services for the City’s fleet vehicles; to authorize the expenditure of $1,150,000.00 from the fleet operating fund; and to declare an emergency. ($1,150,000.00)
Body
WHEREAS, the Department of Finance and Management Purchasing Office advertised and solicited Best Value Procurement proposals June 2021 (RFQ018817) for the Fleet Management Division. Assetworks LLC scored the highest in five of six categories and was awarded the contract; and
WHEREAS, Ordinance 1649-2022 authorized the initial contract with Assetworks LLC.; and
WHEREAS, there is a need for fleet management software services for the City’s of fleet vehicles; and
WHEREAS the term of this contract is for the period of one (1) year from July 1 2025 - June 30, 2026. The contract specifications allow for seven (7) one-year extensions on a year-to-year basis based upon mutual agreement, with funds being reviewed and approved for each subsequent year of the three (3) year contract. This is the first of the seven (7) renewals. This contract shall not automatically renew. The parties agree that the City’s obligation for subsequent years is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and
WHEREAS, if unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to service contracts; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Division of Fleet Management, in that it is immediately necessary to authorize the Finance and Management Director to renew a contract with Assetwork LLC, for fleet management software services for the City’s fleet of vehicles so that services can continue without interruption in light of the upcoming contract expiration, for the immediate preservation of 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 on behalf of the Fleet Management Division, is hereby authorized to renew the contract with Assetworks LLC, for the maintenance of fleet management software services for the City’s fleet of vehicles repairs in accordance with the terms and conditions, utilizing the first of the seven (7) one-year period renewals available, as shown in the agreement on file in the office of the Division of Fleet Management.
SECTION 2. That the expenditure of $1,150,000.00, or so much thereof as may be necessary in regards to the action authorized in SECTION 1, is hereby authorized from the fleet operating fund per the accounting codes in the attachment to this ordinance.
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 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 nor vetoes the same.