TO: Honorable City Council
FROM: City Manager
SUBJECT: A Resolution of the City Council of the City of Commerce, California, Approving the Agreement with AssetWorks, Inc. to Utilize their Fleet Maintenance Software Program, Asset, and Materials Management System, including Migration, Software License, Support, and Hosting Services MEETING DATE: July 23, 2024
RECOMMENDATION:
The City Council will consider approving the Agreement with AssetWorks, Inc., to utilize their fleet maintenance software program and asset and materials management system, including migration, software license, support, and hosting services.
BACKGROUND:
The Transportation Department has been utilizing AssetWorks as the maintenance, asset, and materials management system to track work on the City’s fleet for over a decade. However, during the City’s cyber-attack, all the pertinent maintenance records were deleted from the server and unrecoverable. The migration to the new web-based module system will enhance the ability to collect and backup data, monitor vehicle health, print repair work orders and vehicle history, notify customers electronically of scheduled repairs, and provide detailed reports.
ANALYSIS:
The Transportation Department is responsible for maintaining, repairing, and replacing approximately 227 vehicles and equipment in the City’s fleet, including cars, trucks, vans, buses, mowers, tractors, golf carts, and other implements. The AssetWorks system streamlines service data collection and allows users to access records, warranties, and manufacturer handbooks to complete service and preventative maintenance efficiently and effectively. In addition, the system will enable users to gather and report on City assets for inclusion in long-term planning.
The proposed Agreement will provide an updated Master Agreement between the City and AssetWorks for hosting, maintaining, and migrating the current graphical user interface (GUI) to a web module version. The conversion to the web module version is anticipated to take approximately 14-18 weeks, and the company will then provide both in-person and virtual staff training.
ALTERNATIVES:
Approve staff recommendation
Reject staff recommendation
Provide staff with further direction
FISCAL IMPACT:
The AssetWorks Fleet Maintenance Software is being purchased through the United States General Services Administration (GSA) Contract # GS-35F-317GA, which the GSA initiated. AssetWorks was one of the successful vendors contracted to provide these products and services. The contract started on March 24, 2023, and will remain valid until March 23, 2027. The AssetWorks fleet maintenance software program, asset, and materials management system, including migration, software license, support, and hosting services, cost $193,174.10.
Pricing
Item
Number
Cost
Fleet Maintenance Software Program, Asset, and Materials Management System, Including Migration, Software License, Support, and Hosting Services Costs 1 $193,174.10
4% Contingency
1 $ 6,825.90
Total
$200,000.00
Project Funding
Measure AA
$200,000.00
Total
$200,000.00
The Measure AA review committee approved this project on June 25, 2024, and it will be paid out of the Measure AA Account: 41-8331-80220.10346 Computer Software—Fleet Maintenance Software.
RELATIONSHIP TO 2016 STRATEGIC GOALS:
This agenda item relates to the 2016 strategic planning goal of “reviewing and updating services and activities to increase efficiency,” as the proposed recommendation outlined in this report assists in mitigating the City’s transportation operating costs.
Recommended by: Claude McFerguson, Director of Transportation Fiscal impact reviewed by: Vilko Domic, Assistant City Manager Approved as to form by: Noel Tapia, City Attorney
Respectfully submitted: Ernie Hernandez, City Manager
Attachment: AssetWorks – Maintenance and Support Service Agreement PAGE 1
Page PAGE 1 of NUMPAGES 3
CITY OF COMMERCE
AGENDA REPORT
Item No.