Title
Consider a resolution/memorandum authorizing a contract with Faster Asset Solutions for fleet management software, in an amount of $148,540.
Body
DATE: April 16, 2024
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Authorize a contract with Faster Asset Solutions for fleet management software
BACKGROUND AND FINDINGS:
The City of Killeen's Fleet Division has been utilizing Faster Asset Solutions' fleet management software since December of 1998. Over the years, this software has played a crucial role in managing the city's assets and associated maintenance tasks. However, the current fleet management software is Windows-based and will reach end of support in June 2025. With no available updates and limited technical support, it is becoming increasingly challenging to maintain efficiency and effectiveness in managing the city's fleet.
FASTER, a state-of-the-art computerized fleet management system, allows the division to be able to track every part of vehicle maintenance, all associated operating costs, management of parts inventory, and provide up to date reports showing the cost of maintenance. FASTER also allows the division to track the time that technicians utilize on vehicle maintenance and repair, as well as time utilized for training, professional development, and any other indirect labor activities. There is also a Motor Pool Module that has been installed in the FASTER system that will track pool cars and enable Fleet Services to bill for usage on a variety of different time schemes.
To address these challenges, the City of Killeen is exploring the adoption of Fleet Faster WEB management software solution. The recommended software will offer comprehensive integration with the city's fuel management software, providing seamless tracking of fuel consumption for each asset and automatically alerting mechanics when maintenance is required. Additionally, this software system will streamline inventory management, track work history, monitor maintenance costs, and conduct life-cycle cost analysis to determine the optimal timing for vehicle or equipment replacement.
The selected solution, Faster Web, is a cloud-based fleet management program offered by Faster Asset Solutions. Moving to a cloud-based platform will offer several advantages over the current system, including better technical support and quicker updates to ensure that the software remains current and functional.
In terms of cost, the initial investment in the new fleet management software includes purchasing the software itself, necessary licenses, and the first year's subscription for technical support. Subsequent annual subscription and support costs will be covered by Faster Asset Solutions as per the General Services Administration (GSA) Cooperative Contract, with an estimated cost of $33,024 per year for five years. These ongoing costs will be factored into future budgets to ensure continued support and maintenance of the fleet management software.
Cost Breakdown
|
Category |
One-Time Fees |
Annual Fees |
|
License |
$70,983.00 |
$0 |
|
Support And Maintenance |
|
$28,811.60 |
|
Setup/Hosting |
$2,160.00 |
$0 |
|
Addon Modules/Web |
$29,656.00 |
$5,184.00 |
|
Professional Services/Data Conversion |
$21,600.00 |
$0 |
|
Professional Services/Report Writing |
$0 |
$0 |
|
Professional Services/Training |
$17,226.00 |
$0 |
|
Discount |
($26,109.55) |
($972.00) |
|
|
|
|
|
Total |
$115,515.45 |
$33,023.60 |
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
Faster Asset Solutions holds GSA Cooperative Purchasing Contract ID#47QTCA23D0054. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The total expenditure for fiscal year 2024 is $148,540. Future years have an expected cost of $33,024.
Is this a one-time or recurring revenue/expenditure?
The one-time expenditure for FY 2024 is $115,516. The reoccurring maintenance fees will be $33,024.00 for Fiscal Years 2024-2028.
Is this revenue/expenditure budgeted?
Yes, funds will be available in the Information Technology Fund account 627-2705-419.61-40 upon approval of the mid-year budget amendment.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, upon approval of the mid-year budget amendment.
RECOMMENDATION:
Staff recommends that the City Council authorize the purchase of the Fleet Management Software Upgrade, related hardware and maintenance from Faster Asset Solutions utilizing the GSA Cooperative Purchasing Contract (ID#47QTCA23D0054) for an estimated total cost of $115,516; not to exceed budgetary limitations. City Staff also requests authorization for an ongoing annual subscription and maintenance contract with Faster Asset Solutions for an estimated cost of $33,024; not to exceed budgetary limitations, and that the City Manager or designee be expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Fleet
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement and Quote
Contract Verification
Certificate of Interested Parties
Presentation