Explanation
Background: 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 agreement (CT18276: ORD 644-97) entered on May 29, 1997, with AssetWorks, LLC. The agreement was most recently renewed by authority of ordinance 1571-2019, passed June 24, 2019; PO198756 expiring on June 30, 2020. 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 $876,666.28 and the new expiration date will be June 30, 2021.
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.
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. Also, FleetFocus provides software accountability by tracking city-owned fleet equipment such as refuse trucks, fire apparatus, compost graders and various on road vehicles to support daily operational requirements. 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 from any other source.
Fiscal Impact: This legislation authorizes an expenditure of $876,666.28 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 $900,000.00 within the Fleet Operating Fund for this service in 2019. In 2019, $944,283.75 was expended for this software program. In 2018, $916,593.00 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; and to authorize the expenditure of $876,666.28 from the Fleet Management Operating Fund. ($876,666.28)
Body
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 renew a contract with Assetworks, LLC, a subsidiary of Trapeze Software Group, Inc., for the Fleet Focus enterprise software; 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 the option contract with AssetWorks LLC, a subsidiary of Trapeze Software Group, Inc., PO198756 for a period of one year, from June 30, 2020 to and including June 30, 2021.
SECTION 2: That the expenditure of $876,666.28 , 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 1110-2020 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.