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File #: 1649-2022    Version: 1
Type: Ordinance Status: Passed
File created: 6/2/2022 In control: Finance Committee
On agenda: 6/27/2022 Final action: 6/30/2022
Title: To authorize the Finance and Management Director on behalf of the Division of Facilities Management to enter into contract with Assetworks LLC, for the purchase of fleet management software services for the City’s fleet of vehicles; to authorize the expenditure of $1,036,676.25 from the fleet operating fund; and to declare an emergency. ($1,036,676.25)
Attachments: 1. 1649-2022 Legislation Template

Background: This legislation authorizes the Finance and Management Director, on behalf of the Division of Fleet Management, to enter into a contract with Assetworks LLC, to purchase 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. Competitive best value proposals from qualified companies were solicited 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. The initial term of this contract will be for the period July 1, 2022 - June 30, 2025. Funding for this term will be approved on an annual basis. After this initial period, this contract allows seven (7) annual renewal options, which may be exercised at the discretion of the City. The renewals are on a year to year basis and are subject to funds availability and approval of Columbus City Council.
Bid Information: RFQ018817 was advertised and seven (7) Best Value Procurement proposals were received on June 29, 2021.
An evaluation committee consisted of representatives from the Department of Finance and Management and the Department of Technology. Of the seven (7) vendors that submitted proposals, two (2) were selected for presentations. After presentation from the two vendors the committee presented its rankings to the Finance and Management Director. 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.
It is therefore recommended that a contract be awarded to Assetworks LLC CC#460521049, Expiration 12/9/2022.
Emergency action is requested so that fleet management software serv...

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