City of Columbus - File #: 0610-2009

• File #: 0610-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 4/16/2009
• In control: Administration Committee
• On agenda: 6/15/2009
• Final action: 6/17/2009
• Title: To authorize the Director of the Department of Finance and Management on behalf of the Department of Technology to modify and extend the contract with AssetWorks, Inc formerly known as Maximus Inc., for the annual license renewal on the Fleet Focus application utilized by the Fleet Management Division; to provide for the upgrade and modification of the Fleet Focus application; to waive the competitive bidding provisions of the Columbus City Codes; to provide for the change of the company name and Federal Identification number from Maximus Systems, Inc to AssetWorks, Inc.; to authorize the expenditure of $139,444.95 from the Department of Technology Information Services Fund; and to declare an emergency. ($139,444.95)

Date	Ver.	Action By	Action	Result
6/17/2009	1	CITY CLERK	Attest
6/16/2009	1	MAYOR	Signed
6/15/2009	1	Columbus City Council	Approved	Pass
6/15/2009	1	COUNCIL PRESIDENT	Signed
6/5/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved
6/5/2009	1	FINANCE DIRECTOR	Reviewed and Approved
6/5/2009	1	Technology Drafter	Sent for Approval
6/5/2009	1	CITY AUDITOR	Reviewed and Approved
6/5/2009	1	CITY AUDITOR	Reviewed and Approved
6/5/2009	1	Technology Drafter	Sent for Approval
6/5/2009	1	CITY ATTORNEY	Reviewed and Approved
6/5/2009	1	Technology Drafter	Sent to Clerk's Office for Council
6/4/2009	1	EBOCO Reviewer	Reviewed and Approved
6/4/2009	1	ODI DIRECTOR	Reviewed and Approved
6/4/2009	1	Technology Drafter	Sent for Approval
6/4/2009	1	Finance Reviewer	Reviewed and Approved
6/4/2009	1	Finance Reviewer	Reviewed and Approved
6/1/2009	1	Technology Drafter	Sent for Approval
5/31/2009	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
5/28/2009	1	Technology Drafter	Sent for Approval
5/13/2009	1	Technology Drafter	Sent for Approval
4/16/2009	1	Technology Drafter	Sent for Approval
4/16/2009	1	Technology Reviewer	Reviewed and Approved

Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management on behalf of the Department of Technology to modify and extend a contract (CT-18276) with AssetWorks, Inc., formerly known as Maximus Systems, Inc., for the annual license renewal of the Fleet Focus application (formerly known as the Fleet Anywhere application) utilized by the Fleet Management Division, with a coverage period from July 1, 2009 through June 30, 2010. The original contract provided language allowing for modifications and extensions.

The Fleet Focus application provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within the division. Also, Fleet Focus gives the Division the ability to provide accountability by tracking an unlimited number of 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 allows for the collection and management of maintenance data on a citywide basis.

After a thorough review of the Fleet Focus system, discovery was made that, initially, it was not configured as recommended by Asset Works to provide 'best practice use' of this asset. With a training credit balance that exists with AssetWorks and the amount requested in this ordinance, the system can be configured to gain optimization of its use.

It has been over three years since any upgrade has been implemented to this system. There have been several upgrades by AssetWorks that have made the system more user-friendly, more productive and more environmentally friendly (by enabling customers to go paperless). At present, all information regarding fleet usage must be requested through one person. With these upgrades, monthly reports can be written once and placed in a web-based environment for all divisions to access as needed. It will also allow de...