Fremont City Council Meeting: 06/10/25 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5467) DOC ID: 5467
Updated: 6/6/2025 8:19 AM by Dina Lewis Page 1
FASTER ASSET SOLUTIONS UPGRADE - Authorize the City Manager, or Designee, to Enter into an Agreement with TT FASTER LLC, dba FASTER Asset Solutions, in the amount of $328,741.80, and to Execute Any Implementing Documents and Take Any Implementing Actions as Necessary; Appropriation Actions
Contact Persons:
Name: Sanford Taylor Michelle Silva-Salinas
Title: IT Director Business Manager
Div/Dept: Information Technology Services Maintenance Operations Phone: 510-494-4802 510-979-5705
E-Mail: [email protected] [email protected]
Executive Summary: The City of Fremont has utilized the FASTER Asset Solution software as its primary fleet management system since 1999. This system provides real-time asset management, integrates with the City’s fuel system and plays a critical role in supporting City staff and daily fleet operations. To improve productivity, expand system capabilities, and align with modern technology standards, the system is now due for an upgrade to a more robust web-based version. This upgrade will enhance operational efficiency, provide improved user accessibility, and ensure continued support for the City’s fleet management needs.
Staff recommends that City Council authorize the City Manager, or designee, to enter into an agreement and to execute implementing documents with TT FASTER LLC, dba FASTER Asset Solutions. The total cost for the project is $328,741.80, which includes $135,001.20 for migration and professional services to upgrade to FASTER Web, and $193,740.60 for a five-year software license and ongoing annual support and maintenance.
BACKGROUND: The Fleet Maintenance Division of the Maintenance Operations Department is responsible for the maintenance, repair, and servicing of City vehicles and equipment.
Fleet’s mission is to provide customer departments with vehicles and equipment that meet operational needs and are safe, reliable, and cost-effective. Currently, Fleet manages and maintains approximately 600 vehicles and pieces of equipment.
DISCUSSION/ANALYSIS: Fleet operations are tracked through the City’s current Faster Solution Fleet Management Software Program. Originally implemented in 1999, the current on-premise version of Faster Solution has served the City’s Fleet Services department for over two decades. The City’s fleet has grown, and technology has advanced, the limitations of the current on-premise system have become more apparent. The software is no longer able to meet the evolving needs of the Fleet Division, and key modern features such as real-time updates, cloud accessibility, and integration with fuel systems are lacking.
The proposed upgrade to Faster Solution’s web-based Software-as-a-Service (SaaS) version will modernize fleet management operations, enhancing efficiency, accessibility, and scalability. This upgrade will improve work order management, parts tracking, fuel monitoring, and reporting, while providing more seamless integration and greater flexibility.
Council Staff Report (ID # 5467) Meeting of June 10, 2025 Updated: 6/6/2025 8:19 AM by Dina Lewis Page 2
The proposed upgrade to the web-based Faster Solution SaaS version will address these challenges and support the department’s ongoing mission by providing enhanced tracking capabilities, better data management, and improved efficiency across all fleet operations.
Staff recommends that the Council approve an upgrade to the FASTER ASSET SOLUTIONS Fleet Maintenance Management System. Software upgrades and maintenance are exempt from competitive purchasing requirements pursuant to Fremont Municipal Code section
3.20.280(c).
FISCAL IMPACT: Funds are appropriated for the migration and professional services to FASTER Web in the Information Technology Services Department equipment replacement budget (Fund 625). An amount sufficient for the annual first-year maintenance cost was included as a placeholder in the FY 2025/26 General Fund proposed operating budget. As the actual payments will need to be reported in the Information Technology Services Operating Fund (Fund 620), staff recommends that the City Council reallocate the General Fund appropriation as a direct charge to Fund 620 and establish an expenditure appropriation in the same amount in Fund 620. Funding for subsequent years will be requested as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: This project is a software upgrade, and is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager, or designee, to execute an agreement with TT FASTER LLC, dba FASTER Asset Solutions, in the amount of $328,741.80 to provide migration and professional services to FASTER Web, and ongoing annual maintenance and support for a 5-Year Term.
2. Authorize the City Manager, or designee, to execute any implementing documents and take any implementing actions as necessary.
3. Reallocate $38,750 in the FY 2025/26 General Fund Maintenance Operations Department operating budget from contractual services expenditures to the ITS Operating Fund direct charge cost allocation.
4. Recognize $38,750 of direct charge cost allocation revenue in the ITS Operating Fund and appropriate the same amount to software support expenditures.