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December 17, 2002
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SUBJECT: |
Award of Contract for Fleet Management Software Licensing and Implementation Support Services (#F0212-46) |
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REPORT IN BRIEF |
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Approval is requested for the award of a contract to Maximus, Inc., of Wayne, Pennsylvania for fleet management software licensing and implementation support services for the Information Technology Department (ITD). |
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BACKGROUND |
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The current fleet operation software (Fleetsite) was purchased and installed in 1986. The software includes an automated work order and parts inventory system for tracking and reporting of vehicle repairs and maintenance activities and costs. The existing application has more than reached its useful life, has become increasingly difficult to maintain, and is no longer effective in meeting the needs of the Fleet Division. Information Technology and Fleet staff evaluated three potential fleet management software packages capable of replacing the aging Fleetsite application. These included Maximo, Bynx and FleetAnywhere (now named FleetFocus). |
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DISCUSSION |
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Staff found the Maximo fleet module to be cumbersome and not user friendly. In addition, Maximo appeared geared towards large, private sector fleet operations rather than small, municipal fleet operations. The Bynx software appeared to be a potentially better suited product. The company is based, however, in England; and there is only one major United States client with no clients on the West Coast. This raised concern regarding ongoing support and an inability to confirm successful implementations within the United States. Furthermore, much of the application's nomenclature was British, which could require significant adjustment on the part of end users. FleetAnywhere (FleetFocus), produced by Peregrine, meets all of the City's fleet management needs; and the implementation services proposed by Jumpstart, a partner of Peregrine, are well defined and reasonably priced. A team of ITD and Fleet employees conducted a site visit at the East Bay Municipal Utility District and completed several telephone interviews of existing users of this product and/or organizations that have utilized the implementation services of Jumpstart. The site visits and interviews verified that the FleetAnywhere application and the implementation services of Jumpstart would best meet the City’s needs. Subsequently, Maximus, Inc. acquired both Peregrine and Jumpstart. Section 2.08.070(b) of the Sunnyvale Municipal Code exempts sole source goods and services from competitive bidding. FleetAnywhere is proprietary to Maximus and must be licensed directly from that company. |
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FISCAL IMPACT |
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Total cost to the City for the implementation of FleetAnywhere will be as follows: |
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1. |
Software Licensing: up to 650 active units and including a Barcode Module, Labor Captive Module and 1,950 component listings. |
$32,500 |
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2. |
Professional services, including installation, implementation, and support tasks |
$46,080 |
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3. |
Travel expenses, not-to-exceed |
$5,000 |
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4. |
Contingency, not to exceed |
$9,000 |
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5. |
Sales tax (on licensing) |
$2,681 |
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Total cost, not to exceed |
$95,261 |
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Software maintenance costs will be addressed under a separate contract upon expiration of factory warranty. Funds are available in Special Project #822890 - Fleet Maintenance Management System. |
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RECOMMENDATION |
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It is recommended that Council award a contract in substantially the same form as the attached draft in an amount not to exceed $95,261 to Maximus, Inc., for fleet management software licensing and implementation services. |
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Prepared by: |
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Reviewed by:
Shawn Hernandez |
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Approved by: Robert S. LaSala City Manager |
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Attachments |
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A. |
Draft Agreement |
| Software License Agreement | |
| Master Professional Services Agreement | |
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