Title
Discussion and Possible Approval of Services Agreement No. AGR 25-991 with AssetWorks, Inc. in an Amount Not to Exceed $1,215,609.32 plus Applicable Gross Receipts Tax for Fleet Management Software for a Five-Year Term
Recommended Action
I move that Council approve Services Agreement No. AGR 25-991 with AssetWorks, Inc. in an amount not to exceed $1,215,609.32 plus applicable gross receipts tax for Fleet Management Software for a Five-Year Term.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The procurement of these services is made per County Procurement Code Section 31-3(b)(4), of the County Code of Ordinances which allows for procurement of goods, services, or construction items under existing contracts that are at a price equal to or less than Contractor’s federal contract prices. The Contractor has a federal contract with the General Services Administration Federal Supply, Contract Number GS-35F-317GA (GSA). The agreement (Attachment A) was reviewed and approved by the County Attorney’s Office.
The Fleet Division has been utilizing AssetWorks products for 15 years for fleet asset and work order management as well as motor pool management. Utilizing this contract, GPS and Telematics services will be added to the aforementioned suite of products provided to the Fleet Division. In addition to GPS and Telematics services and software, the Contractor will provide all GPS equipment including dashcams, memory cards and related cables for installation by Fleet Division staff on county fleet vehicles.
The GPS and Telematics equipment is a fleet management tool to capture data points including, but not limited to, vehicle mileage, driver behavior, vehicle location, vehicle history, route history and maintenance needs through real-time trouble code capture. Specific operational and safety benefits of adding GPS and Telematics services include the following:
• Facilitates dispatching improving response times.
• Provides data-driven route planning for multiple work areas, inspections, snow plowing, etc.
• Supports fleet utilization (right-sizing fleet based on actual usage data).
• Supports compliance with safety policies (speed and harsh braking alerts, etc.).
• Encourages good driving behavior and facilitates driver training.
• Potential insurance premium reductions.
• Provides the ability to verify or deny claims.
The GPS will be installed on all passenger vehicles, including those assigned to employees and those vehicles in the motor-pool. GPS will also be installed on some of the heavy equipment trucks.
The term of this Agreement shall commence March 4, 2026 and continue through February 28, 2031.
Alternatives
Council may choose not to approve the agreement, and staff would then follow alternate procedures of the Procurement Code to seek Fleet Management Software.
Fiscal and Staff Impact/Planned Item
Funding for this effort was programmed in the annual budget and is currently budgeted and available in the Fleet operating budget.
Attachments
A - AGR 25-991 with AssetWorks, Inc.